Job Description

:

Administrative & School Operations Coordinator

Reports To:

Executive Director

Location:

Acton Academy Calgary Central

Full-Time or Part-Time

Level 2/Level 3 ECE or Alberta Certified Teacher

Acton Academy Calgary Central is a growing learner-driven micro-school serving Preschool-Grade 5 and expanding annually. We are seeking an

Administrative & School Operations Coordinator

who is highly organized, efficient, and capable of managing multiple operational priorities in a fast-paced school environment.

This role requires a strong sense of responsibility, accuracy, initiative, and follow-through. Candidates must be able to support administration, operations, compliance, communications, and child supervision with consistently high standards.

Acton Central's Culture & Expectations

Acton maintains a high-performance environment where staff are expected to demonstrate:

Strong execution and accountability High organizational standards Clear, professional communication Efficient task management and prioritization Ability to work independently with minimal supervision Consistent, reliable follow-through
Candidates who value structured processes, operational excellence, and continuous improvement will excel in this role.

Position Overview

The Administrative Assistant & School Operations Coordinator supports school-wide operations, admissions, compliance, materials preparation, parent communication, and child supervision. The role requires accuracy, clear documentation, proactive problem-solving, and strong time management.

Full-time and part-time options are available.

Areas of Support:

1. Admissions & Enrollment Administration

Respond to prospective family inquiries promptly and professionally Schedule tours, trial days, and follow-up meetings Manage application steps and track progress in TUIO Maintain accurate enrollment data and deadlines

2. Parent Communications

Draft school updates, reminders, and notices Prepare newsletters and communication materials Maintain updated school calendars and parent information documents Manage photo day logistics and distribution of viewing links Handle general parent inquiries and triage messages appropriately

3. Marketing & Communications Support

Support Acton Central's brand voice across platforms Create graphics in Canva for events, posts, newsletters, and promotions Maintain a posting calendar and organize photo content Assist with minor website updates, event promotions, and digital storytelling Collect visuals and messaging for major events (Giving Tuesday, Business Fair, etc.)

4. Compliance, Licensing, & Record Management

Maintain student and staff files to meet Alberta licensing and Alberta Ed standards Ensure First Aid, CRC, immunizations, and ECE certifications are up to date Prepare for licensing visits and maintain compliance documentation Complete and file incident reports, supervision logs, and safety checklists Track ratios and ensure proper documentation File cleaning logs, health routines, and safety forms

5. Operations & Daily Logistics

Coordinate logistics for field trips, events, permissions, and supplies Maintain inventory and ensure materials are restocked consistently Keep administrative and storage areas organized and functional Execute daily task lists for school readiness and closing routines

6. Classroom & Program Support

Prepare materials (printing, laminating, assembling) Support setup for Quests, Exhibitions, and school events Provide break coverage for Guides as needed Supervise learners outdoors in all weather conditions from 3:00 - 3:30pm Provide after-care supervision from

3:30-4:30pm or 5:30pm

Support operational demands during peak times

7. Event & Exhibition Coordination

Manage RSVP forms, volunteer sign-ups, and communication Prepare event materials, signage, and displays Coordinate logistics for parent coffees, Open Houses, and school celebrations

8. Financial & Administrative Support

Track tuition payments and follow up on overdue accounts Support grant documentation and donor communication templates Prepare administrative information for the bookkeeper

Skills & Competencies

Strong proficiency in Canva, Microsoft Excel, Word, and PowerPoint Excellent written communication with a professional, concise tone Highly organized with exceptional attention to detail Strong time-management and ability to manage competing deadlines Proactive and able to anticipate operational needs Reliable, consistent, and able to maintain confidentiality Effective problem-solving skills and sound judgment

Qualifications

Level 2 or Level 3 Early Childhood Educator certification, or Alberta Teacher Certification Bachelor's degree Experience in early learning or school settings is an asset First Aid/CPR certification (or willingness to obtain) Clear Criminal Record Check with Vulnerable Sector Search

Physical Requirements

Ability to lift 20-30 lbs Ability to move between floor-level and standing positions Ability to supervise children indoors and outdoors in all seasons

Why Join Acton Academy Calgary Central?

Staff discounts on tuition Beautiful, calm workspace in a small-school environment A mission-driven team that values kindness, autonomy, and continuous growth Opportunities to grow into expanded admin, operations, or educational roles The chance to help build a school that is changing the future of education in Calgary

How to Apply

If you are a highly organized, efficient, and responsible professional ready to contribute to a high-performance school environment, we invite you to apply. Please submit your resume and a brief message outlining why this role aligns with your skills and experience to

hr@actoncentral.org

. Applications are reviewed on a rolling basis.

Job Types: Full-time, Part-time, Permanent

Pay: $50,000.00-$70,000.00 per year

Expected hours: 30 - 40 per week

Benefits:

Dental care Extended health care On-site parking
Work Location: In person