Campus Administrative Assistant - 0.*4 FTE - SEE - Probationary

Full job description
Campus Administrative Assistant – 0.94 FTE - Probationary
Southeast Elementary Campus


Located in Calgary, Foundations for the Future Charter Academy (FFCA) is the largest
public charter school in Alberta, serving over 4000 students in eight campuses
throughout the city. We offer educational programming through a distinctive Direct
Instruction Teaching and Learning Framework (DITLF) that has been refined and
developed within the Alberta context for students from Kindergarten to Grade 12. Our
mission is to provide a safe and caring environment where the four pillars of our charter,
namely academic excellence, character development, parental involvement and staff
leadership are valued and fostered.

POSITION SUMMARY:

A campus administrative assistant is required for a probationary position at the
Southeast Elementary Campus beginning August 10, 2026.

Reporting to the Principal Educator, the campus administrative assistant performs
duties to establish and support the smooth and efficient operation of the campus.

RESPONSIBILITIES:


1. Finance Functions (Campus Finances)
a. Maintains accurate record of the campus expenses
b. Manages the campus budget
c. Codes and enters campus financial transactions into the

organization's financial system - Atrieve
d. Invoices, tracks and codes campus-based fees
e. Manages on-site cash and cheques
f. Prepares bank deposits and reconciles campus-based accounts
g. Track, invoice and reconcile School Council and casino funds
h. Collects and accounts fees for campus field trips
i. Provide accurate and timely financial reports to the Principal Educator and

Central Office Finance as requested (e.g. monthly), prepare adjustments
as required;

j. Manage petty cash funds, disburse cash, and issue cheques in
payment of expenditures.

k. Maintain accurate records of school/ project expenditures and revenues
for school-generated funds including Discretionary, Staff PD, Learning

l. Manage collection/refunding of school fees
m. Manage the purchasing/receiving process for ordering and receiving

supplies, furnishings, curricular materials, and equipment

n. Responsible for following the Records Retention policies for various
documents


2. Purchasing

a. Orders and receives furnishings, curricular materials, equipment, and
other curricular-based supplies


3. Client Relation Functions /Power School (SIS)

a. Coordinate and manage the student registration process (Rycor)
b. Student Information System Support Power School (SIS))

i. Provide support for Power School (SIS) users
ii. Import students from other campuses
iii. Create accounts for course selection
iv. Assists with course enrollment, corrections, and

withdrawals
v. Submit and/or run mark reports, report cards
vi. Complete the year-end check list


c. Coordinate and manage all Alberta Education and other Government

Reporting (PASI)
i. The AA, on behalf of the Principal Educator, acts as

Liaison between the school and Alberta Education. Tasks
may include:

1. Compile and submit all reports as required (e.g.,
Class-size report)

2. Submit provincial achievement test / diploma exam
registration files, ESL numbers, and coding

3. Submit diploma/non-diploma mark reports, out-of-
province evaluations, and mark correction files.
Transcript Updates

4. Manage changes, updates, and corrections of
student records on PASI

5. Set up all exam writing sections in PASI
6. Process student and course withdrawals


4. Facility Management Functions

a. Manage inventory of campus furniture and equipment; recommend
maintenance, replacement and surpluses of furniture and equipment

b. Maintain records of campus keys
c. Process maintenance requests referring facility issues to custodians

and/or Director of Facilities
d. Inputs maintenance requests into Fame software
e. Coordination and communication of duties with the following:

i. Director of Facilities
ii. Custodial Staff

f. Point of contact for snow removal and landscaping


5. Technology Management Functions

a. Technology Management
b. Manages the Student Information System (Power School)
c. Attends to the following specific functions:

i. Year-End Rollover
ii. Alberta Education submissions
iii. Liaison with Technology Services

d. Fee system (Rycor) support for parents


6. General Support Functions
a. Implement annual start-up and shut-down
b. Manage substitute teacher usage, booking of subs as well as the

payroll entry (ADS – Automated Dispatch System)
c. Building Support Staff Calendars
d. Coordinate staff, student & parent surveys
e. Other duties as assigned


7. Physical Requirements: occasional lifting up to 50 lbs


REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & ATTRIBUTES:


Post-secondary diploma/certificate
Previous experience in financial management (budgeting, banking, tracking
expenses, fee collection, ordering)
Proficient in Microsoft / Office 365 / SharePoint Applications
Strong interpersonal skills working with students, parents and staff
Leadership skills
Strong organizational skills
Takes initiative and works independently
Excellent task and time management - strong prioritization skills
Flexible

DESIRED EXPERIENCE AND/OR TRAINING:


Previous experience within a school office environment
Familiar with Student Information Systems

Closing date for applications: This position will remain open until filled.

Application Details:

Interested candidates are asked to e-mail a cover letter, resume and 2 references to
[email protected].

While all applicants are thanked for their interest, only those selected for the interview
process will be contacted.