Campus Administrative Assistant

**Campus Administrative Assistant - 1.0 FTE - Probationary**

**South High School Campus**

Located in Calgary, Foundations for the Future Charter Academy (FFCA) is the largest
public charter school in Alberta, soon to be serving over 4000 students in eight
campuses throughout the city. We offer educational programming through a Distinctive
Teaching and Learning Framework developed within the Alberta context for students
from Kindergarten to Grade 12. Our mission is to provide a safe and caring environment
where the four pillars of our charter: academic excellence, character development,
parental involvement, and staff leadership are valued and fostered.

***:
A campus administrative assistant is required for a full time probationary position at the
South High School Campus beginning December 8, 2025. This position will transition to
a continuing contract after a 3 month probationary period, pending evaluation.

Reporting to the Principal Educator, the campus administrative assistant performs
duties to establish and support the smooth and efficient operation of the campus.

**RESPONSIBILITIES**:
1. Finance Functions (Campus Finances)
a. Maintains accurate record of the campus expenses
b. Manages the campus budget
c. Codes and enters campus financial transactions into the

organization's financial system - Atrieve
d. Invoices, tracks and codes campus-based fees
e. Manages on-site cash and cheques
f. Prepares bank deposits and reconciles campus-based accounts
g. Track, invoice and reconcile School Council and casino funds
h. Collects and accounts fees for campus field trips
i. Provide accurate and timely financial reports to the Principal Educator and

Central Office Finance as requested (e.g. monthly), prepare adjustments
as required;
j. Manage petty cash funds, disburse cash, and issue cheques in
payment of expenditures.

k. Maintain accurate records of school/ project expenditures and revenues
for school-generated funds including Discretionary, Staff PD, Learning

l. Manage collection/refunding of school fees

m. Manage the purchasing/receiving process for ordering and receiving
supplies, furnishings, curricular materials, and equipment

n. Responsible for following the Records Retention policies for various
documents

2. Purchasing

a. Orders and receives furnishings, curricular materials, equipment, and
other curricular-based supplies

3. Client Relation Functions /Power School (SIS)

a. Coordinate and manage the student registration process (Rycor)
b. Student Information System Support Power School (SIS))

i. Provide support for Power School (SIS) users
ii. Import students from other campuses
iii. Create accounts for course selection
iv. Assists with course enrollment, corrections, and

withdrawals
v. Submit and/or run mark reports, report cards
vi. Complete the year-end check list

c. Coordinate and manage all Alberta Education and other Government

Reporting (PASI)
i. The AA, on behalf of the Principal Educator, acts as

Liaison between the school and Alberta Education. Tasks
may include:
1. Compile and submit all reports as required (e.g.,
Class-size report)

2. Submit provincial achievement test / diploma exam
registration files, ESL numbers, and coding

3. Submit diploma/non-diploma mark reports, out-of
- province evaluations, and mark correction files.
Transcript Updates

4. Manage changes, updates, and corrections of
student records on PASI

5. Set up all exam writing sections in PASI
6. Process student and course withdrawals

4. Facility Management Functions

a. Manage inventory of campus furniture and equipment; recommend
maintenance, replacement and surpluses of furniture and equipment

b. Maintain records of campus keys
c. Process maintenance requests referring facility issues to custodians

and/or Director of Facilities
d. Inputs maintenance requests into Fame software
e. Coordination and communication of duties with the following:
i. Director of Facilities

ii. Custodial Staff
f. Point of contact for snow removal and landscaping

5. Technology Management Functions
a. Technology Management
b. Manages the Student Information System (Power School)
c. Attends to the following specific functions:
i. Year-End Rollover
ii. Alberta Education submissions
iii. Liaison with Technology Services

d. Fee system (Rycor) support for parents

6. General Support Functions
a. Implement annual start-up and shut-down
b. Manage substitute teacher usage, booking of subs as well as the

payroll entry (ADS - Automated Dispatch System)
c. Building Support Staff Calendars
d. Coordinate staff, student & parent surveys
e. Other duties as assigned

7. Physical Requirements: occasional lifting up to 50 lbs

**REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & ATTRIBUTES**:

- Post-secondary diploma/certificate
- Previous experience in financial management (budgeting, banking, tracking

expenses, fee collection, ordering)
- Proficient in Microsoft / Office 365 / SharePoint Applications
- Strong interpersonal skills working with stu