Administrative Assistant- Student Services

Job Code: 4021869

Medicine Hat Public School Division

Job Details

Medicine Hat Public School Division

We're Hiring: Administrative Assistant – Student Services

12-month position, Part time – 20 hours per week

To start as soon as possible

Medicine Hat Public School Division (MHPSD) is seeking a friendly, organized, and detail-oriented part time Administrative Assistant – Student Services to join our Central Office team in a part time position. This office-based position supports the Director of Learner Supports and Services by coordinating essential administrative functions within the student services portfolio and helping ensure day-to-day operations run smoothly including administrative support for the Community Early Learning Program.

What You'll Be Doing:

• Supporting the Director with day-to-day administrative needs.
• Responsible for maintaining the student information system and registration for the Community Early Learning Program.
• Creating and maintaining organized systems and accurate documentation for programs within the portfolio in a digital environment.
• Tracking assistive technology equipment including inventory and deployment of apps.
• Handling contracts, invoices, and related paperwork flows.
• Coordinating events, preparing materials, hosting responsibilities, and follow-up actions.
• Tracking expenses and managing credit card allocations and records.
• Performing other duties as assigned.

What We're Looking For

You're someone who brings strong administrative skills and enjoys working in an office environment. You'll be successful in this role if you are:

• Proficien t with education-based technology and software :
• PowerSchool (student data / course set up)
• PASI (Alberta Education Provincial Student Information)
• School Engage (registration)
• Ed Forms (working with team to create forms and upload necessary documents)
• Edsby (groups, calendar)
• Microsoft Office: including SharePoint, Outlook, Word, Excel, and Teams
• Google: including Drive, Docs, Sheets, Slides, Classroom, and Forms
• Imagine Everything (website)
• FAME (District work order system)
• Minolta photocopier
• Strong organizational skills: An ideal candidate should be able to manage multiple tasks efficiently, prioritize responsibilities, and maintain accurate records.
• Attention to detail: The candidate should be detail-oriented to ensure that all documents and records are accurate, including setting up ‘systems' to support workflow patterns, communication and record keeping procedures.
• Adaptability and problem-solving skills: The ability to respond to changing priorities and resolve issues as they arise is highly valuable.
• Excellent communication abilities: Both verbal and written communication are crucial for interacting with staff, service providers, and the public in a professional manner.
• Discretion and confidentiality: Handling sensitive information is a key part of the role, so trustworthiness and professionalism are a must.

Additional Requirements

• Must be eligible to work in Canada without sponsorship
• Valid driver's license and clean abstract
• Clear criminal record check with vulnerability sector and child intervention record check

Our values :In the day-to-day fulfillment of this role, we expect all staff to work in alignment with MHPSD values: Excellence, Respect, Caring and Compassion, Learning, Integrity, and Innovation.

Working conditions :

• Work calendar: 12-month
• Location: Central Office (general office setting)
• Reporting to: Director of Learner Supports and Services
• Salary grid: $ 28.30 - $ 34.16 per hour .
• Position includes full healthcare benefits including extended health, Dental, Life, & Disability that start upon commencement of employment. Division covers (100%) of the total monthly benefits premium for Alberta School Employees Benefit Plan (ASEBP) and (85%) for dental premiums
• Includes a generous Health Spending Account/Health & Wellness Account
• Participation in the LAPP pension plan after 1 year of service
• All duties are expected to be carried out in compliance with Occupational Health and Safety standards and regulations.

Why You'll Love Working Here:

Medicine Hat Public School Division is a place where people support one another, share ideas, and work together to make a difference in the lives of students and families. You'll join a collaborative team that values innovation, inclusion, and lifelong learning.

Interested? Please apply through the MHPSD application process and include your resume and cover letter outlining how your administrative experience aligns with this role. If you have any questions about this position, please email joanne.stockman@sd76.ab.ca.

Thank you for your interest in Medicine Hat Public School Division. Only shortlisted candidates will be contacted for an interview.