Senior Administrative Assistant, School (NXT,CPE) Permanent

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta serving the education needs of approximately 17750 students in 43 schools. Every day the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming current resources and practical professional learning opportunities.

EIPS is recruiting a full-time Senior Administrative Assistant with Next Step and Campus EIPS. Working out of the Sherwood Park campus the successful applicant will be responsible for all 3 Next Step campuses Summer School (July) and Campus EIPS. This is a 12-month position (260 days). Astrong background in financial services and software is an asset to this position.

Next Step Sherwood Park provides flexible outreach programming for grades 8 to 12 students with 11 teaching staff and three support staff. The school is located in Sherwood Park AB.

Next Step is a supportive alternative school for students who require a non-traditional individualized program. Located in community-based sites in Sherwood Park Fort Saskatchewan and Vegreville Next Step provides students with:

• a safe comfortable environment;
• flexible individual schedules;
• the opportunity to take responsibility for their own education and to experience success; and
• excellent teachers and encouraging and respectful staff.

Campus EIPS directly serves approximately 175 grades 10 to 12 students and indirectly supports approximately 10 additional senior high student enrolled at other Division schools with seven teaching staff and two support staff.

Campus EIPS Collegiate Pathways are career-focused education programs designed to provide students with real-world skills and post-secondary opportunities while still in high school. Through hands-on learning industry partnerships and dual-credit options students gain valuable experience certifications and a competitive edge in preparing for careers employment apprenticeships and post-secondary education.

• Commencing January 26 2026
• 35 hours per week (Monday to Friday 7 hours per day)
• Open to internal and external applicants
• Click on Sign in With Employee Email to be considered an Internal Applicant
• EIPS offers a comprehensive benefit package

JOB SUMMARY

The Senior Administrative Assistant School is responsible for day-to-day operations and administrative tasks to its educational environment. The role involves coordinating the front-desk operations record management attendance monitoring budget management medical assistance providing advanced administrative support and maintaining schedules. The Senior Administrative Assistant School ensures the smooth operation of the school by maintaining accurate records facilitating communication and supporting various school events and activities.

KEY RESPONSIBILITIES

Administrative and Office Support

• Provide excellent service to students staff parents and visitors including managing front door security answering phone calls and emails along with the intercom and in person inquiries.
• Coordinate workflow in the school office including providing training and coaching to other staff.
• Assist with internal and external communication with all stakeholder groups including preparing notices for families letters school newsletters and other documents as required.
• Administer the system parent portal account and assist parents as needed.
• Provide professional support to administration on various tasks and projects as needed.
• Assist in safety drills and ensure all students and staff are accounted for .
• Maintain updates to the school website including the school calendar.
• Maintain an inventory of general supplies source vendors and products for purchase and order supplies as approved by administration.
• Maintain the absence system by verifying entries and meeting payroll deadlines.
• Assist staff with booking substitutes as needed and provide substitutes with necessary resources including teacher timetables lesson plans key access etc.
• Maintain school parent/teacher interview bookings.
• Support audit compliance with Alberta Education and provincial student information policies.
• Engage in professional development on an ongoing basis including the use of emerging technologies.

Record Management

• Maintain teacher schedules courses and student timetables as directed by administration.
• Maintain request and communicate with administration and counselors on changes to student records.
• Manage correction and verification forms and registrations to ensure all necessary information and documentation is obtained.
• Assist in the report card process which may include uploading information to the Provincial student information system.
• Register new students process transfers manage student departures and update student demographic information.
• Generate reports in collaboration with administration.
• Identify records eligible for disposal complete records disposition requests and dispose of records as per EIPS policies and procedures.

Attendance and First Aid

• Accurately maintain student attendance records ensuring data is up to date.
• Generate attendance reports and promptly alert parents of unnotified student absence and administration of attendance concerns.
• Monitor reported student symptoms to determine patterns of concern within classes.
• Provide basic first aid to students as required and distribute student medication as per administrative procedures.

Budget and Invoices

• Participate in the annual budgeting and planning process with administration.
• Support administration in areas of financial duties such as monitoring financial transactions tracking department budgets and running financial reports.
• Manage financial duties including accounts payable accounts receivable preparing invoices collection of funds bank deposits journal entries process purchase card transactions and administration of student fees ensuring data is up to date.
• Monitor collection of school fees collaborate with families to develop payment options and recommend course of action for outstanding fees as per administrative policies.
• Support office administration with budget processes including auditsensuring compliance withregulatory requirements.

QUALIFICATIONS

Education

• Minimum Required: Certificate or diploma in office management business administration or related field.

Experience

• Minimum Required:3 years of office administration experience.
• Preferred: Front office and customer service experience experience in an administrative role in an office environment basic accounting/bookkeeping experience previous school division experience and/or with student information records.

Knowledge Skills and Abilities

Minimum Required:

• Attention to detail and accuracy in record-keeping.
• Excellent oral and written communication and interpersonal skills.
• Strong prioritization organization multitasking problem solving and time management skills.
• Ability to successfully work in a multi-disciplinary team environment as well as independently with minimal supervision.
• Strong ability to adapt and manage change with frequent interruptions.
• Proficient with Microsoft Office and web-based programs.
• Knowledge of records management principles including FOIP Legislation.
• High level of integrity business professionalism and discretion in dealing with confidential and sensitive information.

Preferred:

• Familiarity with EIPS platforms such as PowerSchool Spend Dynamics Atrieve SharePoint and Permission Click.
• Familiarity with Provincial student information systems and policies.

For more information please contact Barclay Spady Principal Next Step at or email .

Only online applications will be accepted.

Elk Island Public Schools appreciates and considers all applications; however we only contact candidates who are selected for interviews.

If you require assistance with the application system please call Apply to Education at 1- or