Head of Administrative Services

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

Calgary Academy is seeking a Head of Administrative Services to join our school community in early November, allowing for a transition period alongside the current incumbent before their departure. This role establishes and executes a vision for excellence in service, ensuring all operational and administrative practices reflect the highest standards of care, efficiency, and professionalism.

Reporting directly to the Principal and leading a team of three at the front desk, the Head of Administrative Services is responsible for creating a welcoming and responsive environment that supports students, families, and staff alike. The successful candidate will be a strong systems thinker who thrives in an every changing educational setting, balancing strategic oversight with hands-on daily operations.

Working in partnership with the School Leadership Team, this position plays a key role in managing day-to-day office operations, fostering community engagement, and ensuring the effective delivery of administrative systems and services across the school.

Salary Range

The starting annual salary for this position is $51,000 to $58,000, depending on the candidate's experience and demonstrated skills. For the right candidate, there is potential for this role to grow to include a wider range of responsibilities, and the salary would increase accordingly. Calgary Academy provides opportunity for yearly increases aligned with our commitment to valuing employee contributions and professional growth.

Highlights of Key Responsibilities

Operational Excellence & Office Management

• Oversee front desk operations, ensuring a warm, professional, and safe experience for all visitors, staff, and students.
• Coordinate calendars for school operations, leadership scheduling, and school-wide initiatives in partnership with Communications Team.
• Manage logistics for major events (e.g., graduation, REACH celebrations, admissions tours, parent-teacher conferences).
• Maintain and distribute supplies, requisitions, and office inventories.
• Support finance by securely handling payments and transfers.

• Process invoicing, and payment reconciliation.

• Ensure effective safety, risk management, and visitor procedures are consistently applied.

• Member of the Incident Response team and provide minor first aid as required.
• Collaborate with IT, Admissions, and Finance to lead the streamlining of workflows. And process optimization for daily school operations.
• Build staff capacity by providing training and support on system processes relating to daily school operations and reporting.
• Coordinate report card preparation, data verification, and distribution.
• Provide direct administrative support to the School Leadership Team, including scheduling, records management, and reporting.
• Draft, review, and distribute communications to staff, parents, and community stakeholders.
• Act as liaison between leadership and the broader school community, ensuring timely and effective information flow.
• Maintain the operations calendar and coordinate with other departments for alignment with school priorities.

Leadership & Team Development

• Supervise and support Administrative Assistants and Receptionists, fostering professional growth and collaboration.
• Lead regular team meetings focused on reflection, school impact, professional development, and team building.
• Build team capacity in administrative processes and automations, ensuring workload distribution and redundancy for business-critical tasks.
• Promote safe work practices, adherence to policies, and alignment with organizational values and the internal growth framework.

Community Engagement & Events

• Lead and oversee school-wide events in collaboration with leadership, staff, and volunteers.
• Support the School Council of Calgary Academy (SCOCA), including volunteer programming, handbook, orientation, and record checks.
• Build strong connections with parents, students, and volunteers, supporting a welcoming and responsive school culture.
• Ensure communications, events, and stakeholder interactions reflect the values, brand, and professionalism of the school.

Qualifications

• Post-secondary education in Business Administration, or related field; equivalent experience is considered an asset.
• 5+ years of progressive administrative leadership, preferably in education or independent schools.
• Proven ability to supervise and develop staff.
• Strong understanding of student information systems (e.g., PowerSchool, Finalsite/SchoolAdmin) would be an asset.
• Excellent organizational, project management, and communication skills.
• Service-oriented leadership style with a focus on care, professionalism, and efficiency.
• Strong collaboration skills with the ability to manage multiple stakeholders and priorities.
• Advanced technical expertise and a strong aptitude for leveraging digital tools, data systems, and emerging technologies to optimize processes and support organizational goals.
• Commitment to confidentiality, discretion, and safe workplace practices.

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 prioritize you and your family by offering extended health and drug coverage inclusive of Dental coverage, access to an Employee & Family Assistance Program, income protection with Long Term Disability in case of unforeseen circumstances, and a Wellness Benefit designed to nurture your physical and mental health and an RRSP matching program to secure your financial future.

This position will follow the school calendar, with two and a half weeks off over the winter break, two weeks for spring break and approximately seven weeks over the summer break. To promote work-life balance, we offer a Personal Day, 10 Sick Days/Family Caregiving Days to use as required, and Top-Up Programs for Maternity and Paternity leaves, granting you the flexibility and support necessary for personal well-being and caring for your family members.

We are all learners, and this philosophy underpins our entire organization. We are committed to creating a collaborative work environment where every team member can grow and develop. Our belief in continuous learning is a core value and a driving force behind our strategic plan. We provide professional learning opportunities to all employees, ensuring that personal growth and development are encouraged and actively nurtured. By fostering a culture of learning and collaboration, we empower our team members to reach their full potential and contribute to the shared success of the Calgary Academy Community.

Working Conditions:

This position will work onsite Monday through Friday from 8:00a.m. to 4:00p.m with a 30 min unpaid lunch break.

Aligning Values:

Please apply online through the Calgary Academy Careers Page (via ADP) and include in your application package the following information:

• A resume that demonstrates your skills and experience.
• In place of a traditional cover letter, please include a video (maximum 3 minutes) as part of your application. Share an accessible link to your video within your application package. In your video, please respond to the following prompts:
• What specifically drew you to apply for this opportunity with Calgary Academy? What about our mission resonates with you, and how do you hope to make an impact.

Please submit your application without delay to be considered for this role. We will begin reviewing applications on October 20th however, the posting will remain open until the position is filled.

We wish to thank all candidates for their interest in Calgary Academy, but only those selected for an interview will be contacted.

In the spirit of reconciliation, we acknowledge that we live, work and play on the traditional territories of the Blackfoot Confederacy (Siksika, Kainai, Piikani), the Tsuut'ina, the Îyârhe Nakoda Nations, the Otipemisiwak Métis Government of the Métis Nation within Alberta District 6, and all people who make their homes in the Treaty 7 region of Southern Alberta.