Job Description

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.

Administrative Coordinator, Communications

Requisition ID: 7903
Hours Per Week: 17.5


Position: Existing
FTE: 0.5


Department: Communications
No Months Per Year: 12


Position Status: Permanent
Employee Group: OOS


Rate of Pay: $29,092 - $36,371
Posting Closing Date: 10/20/23
The Department of Communications has an exciting opportunity for a part-time (0.5 FTE) Administrative Coordinator. This role is based out of Lumen Christi Catholic Education Centre and is eligible for a hybrid work schedule. This role is responsible for the coordination of complex administrative and financial functions for the unit. The key responsibility is providing a range of administrative support to the Manager and a team of professional communications staff. The job is also responsible for office management, inventory control, and facilities management. The successful candidate will perform highly complex and responsible work with time-sensitive projects requiring extreme accuracy, efficiency, effectiveness, and a high level of confidentiality. The role works with significant independence and has an impact throughout the Division and on a large external client group. The job works as part of the Communications team and collaborates with the Coordinator, Website Content in management of the Division\'s Facebook and other social media sites. The incumbent is responsible for the management of the SHOP ECSD website, an internal corporate store. Job Responsibilities Include:

• Administer the day-to-day operations
• Develop and implement administrative systems and processes to enhance overall organizational efficiencies
• Distribute mail and arrange for courier services
• Facilitate the timely flow of information within the office and externally to ensure issues are addressed and problems dealt with
• Handle material of a highly confidential nature and respond to a variety of correspondence.
• Handle records management by developing and maintaining the filing system
• Handle inventory control and ensure office equipment is available and in working order
• Maintain and process online promotional item requests
• Update and maintain inventory of promotional items
• Draft, design, compose, format, and prepare a range of written material
• Produce executive communications and correspondence
• Copy and distribute reports, plans, and general information to internal and external client groups
• Participate in the planning and implementation of special events
• Develop materials and resources for special events
• Arrange travel, schedule meetings, and special events
• Book and register individuals for events and professional development activities
• Assist in the management of content for the Division Facebook and other social media sites
• Support unit financial activities including tracking, monitoring, and forecasting budgets and expenditures
• Ensure expenditures are properly allocated and reconciled and verify codes within the accounting system
• Reviews and advises respective school of media costs
• Manage accounts payable and receivable by reviewing invoices, expense claims, and coding to ensure accuracy
• Advise department staff on a range of financial activities
• Act as primary contact with Financial Services to provide information and resolve problems
• Respond to enquiries
• Provide information on the office and Division programs and operations
• Respond to parent calls about initiatives, programs, and student registration in the Division
• Assist in the delivery of Division initiatives
• Participate in community affairs to enhance and support the Division\xe2\x80\x99s mission
• Provide executive communications and written material including letters, memos, speeches, and promotional items
• Manage the Shop ECSD website
• Ensure the Shop ECSD website is accurate and contains up-to-date information
• Review and fill orders made through Shop ECSD
• Assist staff in accessing the Shop ECSD site and placing orders

Job Qualifications Include: Diploma in an area related to office administration, plus five years of directly related experience preferably working within the educational sector.

• Knowledge of Financial Services policies and procedures, electronic systems, and an understanding of basic accounting principles
• Knowledge of records management principles and Freedom of Information and Protection of Privacy (FOIPP) Legislation
• Knowledge and efficiency in exploring the Internet and use of Social Media programs
• Knowledge of Microsoft Office and associated software programs including word processing, desktop publishing, and databases
• Understanding of the communication industry and the education environment and its unique communications requirements
• Knowledge of workplace safety and awareness of Occupational Health and Safety regulations
• General knowledge of the Division\xe2\x80\x99s and department operations and business
• Knowledge of the department\xe2\x80\x99s goals, objectives, and vision
• Strong written and oral communication skills
• Strong interpersonal skills
• Strong organizational and time management skills and the ability to balance conflicting priorities
• Strong needs assessment and problem-solving skills
• Strong teamwork skills and the ability to work independently
• Strong problem-solving and needs assessment skills
• Attention to detail and the ability to work with numbers
• Ability to work independently in carrying out assignments to completion and to work closely and cooperatively with others

Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non-teacher positions. Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package. Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring. Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.