Student Records Coordinator

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 reports directly to the Director of Admissions.

**Details**

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.
- 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 priorit