Senior Administrative Assistant (Student Transportation) - Permanent

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,950 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities. Elk Island Public Schools Central Services building is located in Sherwood Park, at 683 Wye Road. Providing services for the Division, Central Services is comprised of eight departments, in addition to the Board of Trustees. The departments include Education Executive, Communication Services, Facility Services, Student Transportation,Human Resources, Financial Services, Supports for Students and Information Technologies. Central Services is staffed by 190 employees. EIPS Student Transportation department is recruiting a full-time Senior Administrative Assistant responsible for ensuring timely and accurate enrolment verification, transportation request processing, parent support, and effective coordination with schools and transportation providers. This position plays a vital role in addressing stakeholder technical-related inquiries, maintaining accurate data, supporting safety programs, and facilitating communication with all stakeholders.

• Commencing August 11, 2025
• 37.5 hours per week (Monday to Friday, 7.5 hours per day)
• Open to internal and external applicants
• Click on “Sign in With Employee Email” to be considered an Internal Applicant
• EIPS offers a comprehensive benefit package

Job Summary The Senior Administrative Assistant, Central performs a wide range of duties and responsibilities necessary to support the department and/or team members, ensuring operational effectiveness of Elk Island Public Schools. The Senior Administrative Assistant, Central helps keep daily operations running smoothly by managing essential administrative functions, supporting financial related tasks, facilitating communication, and supporting various events and activities. A high level of professionalism, organization, confidentiality, and attention to detail is required, as the Senior Administrative Assistant, Central serves as a liaison between internal and external stakeholders and supports overall business operations. Key ResponsibilitiesAdministrative and Office Support

• Provide professional administrative support on a wide range of tasks and participate in various Division initiatives, special projects, and workplace activities as assigned.
• Manage complex calendars and/or schedules, determine priorities, ensuring conflicts are resolved and communicated as needed.
• Liaise with internal and external stakeholders via all methods of communication (e.g., email, phone, correspondence, inquiries, online support) while prioritizing urgent matters and ensuring timely communication.
• Coordinate with internal and external stakeholders to schedule events and/or book facilities/equipment to support business operations.
• Maintain, update, and manage content for the Division intranet and extranet website and/or social media channels ensuring compliance with administrative policies.
• Perform data entry and maintain accurate up to date records in various databases.
• Perform advanced data analysis and/or create summary reports from raw data.
• Monitor supplies, manage inventory and coordinate equipment maintenance as needed.
• Initiate requests needing approval, track status of the request, and follow up as needed to ensure timely completion of the process including communication with relevant stakeholders.
• Prepare various types of correspondence including legal documents such as contacts and agreements in accordance with administrative policies and applicable laws.
• Coordinate meetings and/or events which may include planning, preparing agendas, organizing documentation, set up and clean up, recording minutes, and ensuring appropriate follow up on action items.
• Assist in preparing and maintaining departmental document management including administrative procedures, policies, forms, handbooks, manuals, reports and/or directories.
• Liaise with other departments, resolving data related issues and meet deadlines.
• Support the onboarding process for new employees by providing necessary resources and information.
• Provide informal training and coaching to other staff as needed.
• Engage in professional development on an ongoing basis including the use of emerging technologies.

Record Management

• Maintain accurate records, manage data entry tasks and ensure all necessary information and documentation is obtained.
• Maintain organized management of records, files and documents and in compliance with administrative policies and relevant regulations.
• Assist in the collection of records as needed.
• Assist in the preparation of reports including surveys and statistics.
• Identify records eligible for disposal, complete records disposition requests, and dispose of records as per EIPS policies and procedures.
• Prepare and verify reports for external stakeholders such as the Alberta Government.

QualificationsEducation

• Minimum Required: Certificate or diploma in office management, business administration, or related field.

Experience

• Minimum Required: 3 years of office administration experience.
• Preferred: Experience in an administrative role in an office environment. Previous school division experience and/or with student information records.

Minimum RequiredKnowledge, Skills and Abilities

• Attention to detail and accuracy in record-keeping.
• Excellent oral and written communication and interpersonal skills.
• Strong prioritization, organization, multitasking, problem solving and time management skills.
• Ability to successfully work in a multi-disciplinary team environment as well as independently with minimal supervision.
• Strong ability to adapt and manage change with frequent interruptions.
• Proficient with Microsoft Office and web-based programs.
• Knowledge of records management principles including FOIP Legislation.
• High level of integrity, business professionalism and discretion in dealing with confidential and sensitive information.

Preferred

• Familiarity with EIPS platforms such as PowerSchool, Spend Dynamics, Atrieve, SharePoint, and Permission Click.
• Familiarity with Provincial student information systems and policies.
• Strong information technology background

For more information, please contact Lisa Weder, Director, Student Transportation, at 780-417-8153 or email Lisa.Weder@eips.ca. Only online applications will be accepted. Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews. If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or emailinfo@applytoeducation.com.