Job Description

Who Are We?

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 131,000 students and 15,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals. When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Info

Competition Close Date: Thursday, April 13, 2023 @ 11:59 P.M. Calendar: 12 Month Salary: Exempt Grade B $51,860-$73,750 annually FTE: 1.0, 35 hours/Week

What does this role look like?

The CBE understands the future of work is flexible. In this role, you are eligible to participate in a flexible work program that allows you to work remotely for up to three days a week. A minimum of two days must be in the office. At certain times, you maybe be required to work in the office more then 2 days per week based on operational requirements.

Purpose The purpose of this job is to provide confidential administrative, secretarial and office management support to the office of the Director and Superintendent. This highly organized role is accountable for providing effective and accurate support services to ensure the efficient workflow and operation of the department, as well as for providing and disseminating accurate information regarding department decisions, procedures, practices and policies.

What will you do?

• Acts as the first point of contact for the department. Prioritizes and assesses the nature of the concern or question and initiates appropriate action. Maintains current and comprehensive knowledge of the department to advise, train and/or initiate contact with internal and external stakeholders regarding services, procedures/practices and availability.
• Provides administrative support services to the Director, Talent Management, the Superintendent, Human Resources and department management as required. Prepares, produces and disseminates confidential correspondence and various documents on behalf of the department. Collects, compiles and where required, analyzes information and statistics. Researches, compiles and prepares all background materials for the department to equip individuals for meetings, reports, conferences, etc.
• Establishes, modifies and maintains office and record management procedures and systems, e.g., filing system, to improve production and proficiency of work, workload and workflow.
• Initiates, and follows-up on action items. Ensures that all applicable stakeholders are advised of decisions in a time efficient manner.
• Accurately creates and maintains spreadsheet and database applications as well as department specific systems. Compiles information into reports and distributes as required. Modifies spreadsheets and databases as necessary and conducts preliminary analysis.
• Coordinates and monitors schedules. Makes travel arrangements and arranges for payments. Prepares and distributes agendas and supporting materials for meetings. Arranges catering and room/equipment bookings as required.
• Effectively coordinates department communication through various communication mediums. Provides assistance and support for department publications.
• Receives and screens all incoming correspondence (either electronic or paper mail) and documentation, including confidential information relating to employee and labour relations support. Determines priorities, initiates appropriate actions and advises department management administration of matters requiring attention or awareness. Maintains and/or oversees the accurate maintenance and dissemination of information on department operations
• Purchases and evaluates office equipment and supplies. Liaises with Purchasing Services staff to monitor and reconcile orders against deliveries. Maintains listing of equipment, serial numbers and software packages.
• Accurately maintains and processes staff documentation for the work sections according to established procedures. Maintains and circulates vacation schedules.
• Maintains current working knowledge of related contractual agreements and CBE Regulations related to department guidelines, processes and procedures.
• Ensures that all administrative regulations and procedural manuals are amended as required. Provides Calgary Board of Education policies and procedures to department staff. Advises work unit staff of business practices and procedures as they relate to internal and external processes.
• Ensures office equipment and systems operate effectively. Initiates appropriate action to rectify problems as well as maintain operable systems.
• Collaborates and coordinates with as well as assists other administrative staff where required. Provides regular coverage for Executive Administrative Assistant.
• Performs other related responsibilities as required to meet team objectives and goals.

Additional Information

This is a temporary role until the end of August.

What are we looking for?

Education and Experience

• High school completion
• Minimum of a recognized two-year post-secondary Diploma in Administrative Information Management or its equivalent
• Minimum five years of progressively more responsible related experience in an administrative support capacity, preferably within a large organization
• Other equivalent combinations of directly related post-secondary education and directly related experience may be considered
• Broad knowledge of the Calgary Board of Education with a combination of school and central office experience is preferred

Demonstrated Skills and Competencies

• Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
• Trustworthiness, integrity, and dependability
• High degree of proficiency in word processing, spreadsheet, computerized accounting, database, electronic mail / calendar, publishing, and presentation computer applications as well as other information management tools. Specifically, Microsoft PowerPoint, SharePoint, Forms, OneDrive. As well as, Microsoft Teams, Outlook email and Calendar
• Project management skills
• Exceptional customer service orientation
• Exceptional time management, prioritization, multitasking and organizational skills
• Strong ability to adapt and manage change
• Strong interpersonal and exceptional verbal, listening and written communication skills combined with the ability to speak with confidence
• Strong ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders
• Professionalism, tact, courtesy and diplomacy skills
• Strong conflict management and resolution skills
• Strong problem solving and decision making skills
• Use of appropriate judgement in a framework of generally established methods, protocols and procedures
• Exceptional innovation and creativity skills to recommend and implement changes in procedure to improve production and proficiency of work, workload and workflow
• Personal suitability

Conditions of Employment

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

Be Part of Our Success

A career with the CBE offers incredible opportunities, rewards and supports.

What happens next?

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.