Job Description

Our Approach


At the heart of all we do is a commitment to the individual child. For over four decades, Calgary Academy (CA) has remained dedicated to creating an exceptional educational environment that fully embraces each student's unique learning profile, offering tailored pathways to their success. Our primary aim is to craft engaging, student-centred experiences that foster a deep-rooted love for learning in K-12 education. Our approach to teaching and learning is underpinned by our four pillars, a set of core beliefs, and the guiding principles of The CA Way, all of which empower a diverse range of learners to pursue lives filled with passion and purpose.

About the Role

It's the Place to Empower & Be Empowered.


We are seeking a full-time Student Records Coordinator to join our Admissions team, starting August 21, 2025. In this role, the Student Records Coordinator will play a pivotal role in maintaining the integrity, efficiency, and accuracy of student records at Calgary Academy.


This position is responsible for the seamless integration and administration of student data across key platforms, including PowerSchool SIS, SchoolAdmin (Finalsite), and SchoolEngage. The Student Records Coordinator supports the full lifecycle of student enrollment from application, registration, and re-enrollment, and works closely with the Technology for Learning, Finance and Front Desk teams to enhance data integration and the overall experience for our families, staff, and teachers.


This position reports directly to the Director of Admissions.

Details

This position's starting annual salary is $71,000 to $74,000 and will be determined depending on a candidate's experience and competencies. There is opportunity for yearly increases aligned with our commitment to valuing employee contributions and professional growth.

This position offers a hybrid working environment which allows for remote and onsite hours required each week. The standard work hours are 7.5 hours, with flexible start times from 7:30 a.m. to 5:00 p.m., Monday through Friday with a 30-minute unpaid lunch break.

Highlights of Key Responsibilities

Student Records & Data Management

Maintain accurate, confidential, and organized student records in PowerSchool, SchoolAdmin (Finalsite), and SchoolEngage. Ensure data integrity through regular audits, consolidation, and secure handling of educational and medical documentation. Build, update, and manage student lists and alerts (e.g., custody, medical, busing, program placements). Collaborate across departments to support data syncs, reporting, and digital workflows. Provide staff training and user support on student information systems.

Admissions & Communication

Support the Admissions team in engaging prospective and enrolling families, maintaining accurate communication records, and triaging inquiries. Ensure timely updates to application materials and admissions content in collaboration with the Communications Team. Monitor and process applications, track documentation, and maintain records related to enrollment and re-enrollment. Coordinate onboarding for new students, including data import and distribution of access credentials. Coordinate logistics and communications for admissions events and tours.

Reporting & Compliance

Prepare and submit reports to Alberta Education, Alberta Health Services, and other agencies. Ensure compliance with PASI and internal data standards, supporting the accurate transfer and retrieval of student information. Generate statistical reports and manage specialized data (e.g., IPPs, program referrals, achievement results).

Cross-Functional Collaboration & Innovation

Work closely with Front Desk staff to cross-train on key administrative functions. Partner with the Technology for Learning team to streamline workflows, recommend automation, and support system optimization. Contribute to continuous improvement by identifying tools and processes to enhance operational efficiency.

Qualifications

Minimum 5 years of experience in a role with a focus on records management and database maintenance and process creation. Familiarity with PowerSchool, SchoolEngage, and Finalsite (SchoolAdmin) is considered a strong asset. Prior experience in a school setting is preferred. Demonstrated ability to manage sensitive and confidential information with discretion. Strong attention to detail with proven ability to organize, track, and maintain accurate records. Skilled in meeting deadlines while managing multiple priorities in a dynamic environment. Proficient in Microsoft Office Suite (Word, Excel, Outlook). Able to troubleshoot basic technology issues and provide training to end users on SIS functions and workflows. Strong written and verbal communication skills; able to liaise confidently with students, families, teachers, administrators, and external partners. Responsive and supportive in managing inquiries, follow-ups, and correspondence. Strong understanding for how student data systems intersect across departments (Admissions, IT, Finance, Academic Advising). Proactive in identifying opportunities to improve efficiency, automation, and data integration. Demonstrates initiative in refining and modernizing administrative workflows. Committed to delivering a positive and seamless user experience for prospective and current families. Knowledge of Alberta Education and PASI requirements for student data and reporting. A clear Criminal Record Check with Vulnerable Sector Screening is required.


Why Pursue Your Career at CA?

At Calgary Academy, we are passionate about creating a thriving educational environment for our students. However, we recognize that the true heart of our success lies in our dedicated employees who choose to pursue their career passions within the Headwater Learning Group.

Our commitment to our employees is centred on your well-being and financial security. We prioritize you and your family by offering extended health and drug coverage inclusive of Dental coverage, access to an Employee & Family Assistance Program, income protection with Long Term Disability in case of unforeseen circumstances, and a Wellness Benefit designed to nurture your physical and mental health and an RRSP matching program to secure your financial future.

This position will follow the school calendar, with two and a half weeks off over the winter break, two weeks for spring break and approximately seven weeks over the summer break. To promote work-life balance, we offer a Personal Day, 10 Sick Days/Family Caregiving Days to use as required, and Top-Up Programs for Maternity and Paternity leaves, granting you the flexibility and support necessary for personal well-being and caring for your family members.

We are all learners, and this philosophy underpins our entire organization. We are committed to creating a collaborative work environment where every team member can grow and develop. Our belief in continuous learning is a core value and a driving force behind our strategic plan. We provide professional learning opportunities to all employees, ensuring that personal growth and development are encouraged and actively nurtured. By fostering a culture of learning and collaboration, we empower our team members to reach their full potential and contribute to the shared success of the Calgary Academy Community.

Aligning Values:
Please apply online through the Calgary Academy Careers Page (via ADP) and include in your application package the following information:

A resume that demonstrates your skills and experience A cover letter that highlights how your skills and experience align with Calgary Academy's philosophy and mission.

Please submit your application without delay to be considered for this role. We will begin reviewing applications the week of July 21, 2025. Our application window remains open until the position is filled, so don't hesitate

We wish to thank all candidates for their interest in Calgary Academy, but only those selected for an interview will be contacted. In the spirit of reconciliation, we acknowledge that we live, work and play on the traditional territories of the Blackfoot Confederacy (Siksika, Kainai, Piikani), the Tsuut'ina, the Iyarhe Nakoda Nations, the Otipemisiwak Metis Government of the Metis Nation within Alberta District 6, and all people who make their homes in the Treaty 7 region of Southern Alberta.