Intake Coordinator

Full-Time Position

Monday–Friday, 8:00 a.m.–4:00 p.m.

Location: Sunridge Blvd, Calgary, AB

Reports To: Intake Lead

About Pacekids Programs

Pacekids Programs is a family-focused, non-profit service provider that empowers children with diverse needs and their families through excellence in therapy, education, and play. Pacekids currently provides services to over 500 children each year, from infancy through school age, offering a range of programs and services that promote children's healthy development, maximize quality of life, assist families in their role as primary caregivers and support full participation in community life.

Position Summary

The Intake Coordinator supports the administrative operations of the ECS (Early Childhood Services) program, including registration, intake, family communication, and Alberta Education documentation processes. This role is responsible for maintaining accurate child and program records, coordinating registration and funding requirements, supporting families throughout the school year, and ensuring compliance with Alberta Education PUF standards.

As a key member of the ECS team, the Intake Coordinator models Pacekids' values of collaboration, learning, respect, integrity, and accountability, and contributes to a positive, family-centered environment. This is a 1.0 FTE position; while typical hours are consistent, occasional flexibility may be required.

Key Responsibilities:

Registration & Intake

• Coordinate ECS registration processes, including responding to inquiries, booking and facilitating tours, and gathering required documentation.
• Support annual registration targets and participate in Preschool Resource Fair and other community events.
• Assist with determining program eligibility alongside the therapy team during assessment seasons.

Alberta Education Documentation

• Ensure all Alberta Education PUF standards are met.
• Complete and submit required documentation including PASIPrep, Transportation, Coding Summaries, Learning Environment Functioning Forms, AOPS, and audit materials.
• Upload and maintain accurate files in SchoolCloud and SharePoint.
• Prepare for monitoring visits and audits.

Family & Community Support

• Maintain strong relationships with families from initial inquiry through program completion.
• Respond to parents' questions and concerns in a professional and timely manner.
• Build and maintain relationships with referral partners such as ACH, Community Health, and Children's Link.

Administrative & Program Support

• Support day-to-day ECS operations in alignment with Pacekids policies and procedures.
• Organize and maintain child and staff documentation, including permissions, allergy lists, emergency contacts, and media releases.
• Create classroom placement documents, CTA pairings, and other program materials.
• Provide general administrative assistance throughout the school year.
• Provide guidance or leadership to staff when required and in the absence of ECS Manager(s).

Transportation Coordination

• Submit transportation requests for eligible families and communicate outcomes.
• Verify routing information, submit updates, and serve as main point of contact for ECS transportation inquiries.

Occupational Health & Safety

• Comply with Pacekids' OHS policies and Alberta OHS legislation.
• Ensure all work is conducted safely and according to organizational protocols.

Qualifications

• Completion of a degree and 4–8 years of administrative experience; an equivalent combination of education and experience will be considered.
• Experience in non-profit, education, or human services sectors is an asset.
• Strong organizational skills with the ability to manage multiple deadlines.
• Excellent interpersonal and communication skills, with the ability to navigate sensitive situations.
• Demonstrated conflict-resolution and problem-solving abilities.
• Proven ability to work independently and as part of a collaborative team.
• Advanced proficiency with Microsoft Office; experience with SchoolCloud or SharePoint is an asset.
• Knowledge of PUF programming and Alberta Education funding processes is an asset.
• Reliable, detail-oriented, and able to handle confidential information with discretion.

Key Performance Expectations

• Timely and accurate completion of registration and coding documentation.
• High-quality, responsive communication with families (within 24–48 hours).
• Effective coordination of program documentation and Alberta Education requirements.
• Strong collaboration with ECS team members and external partners.
• Consistent adherence to Pacekids' communication models and professional standards.

Why Join Pacekids?

• Meaningful work supporting children and families in the community
• Collaborative and supportive team environment
• Opportunity to contribute to a mission-driven organization
• Comprehensive training and development opportunities