Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 50,000 students and over 5,500 employees in 95 schools plus other sites.

Administrative Coordinator

Requisition ID: 11615 | Hours Per Week: 35 | Position: New | FTE: 1 | Department: Facilities Services | No Months Per Year: 12 | Position Status: Permanent | Employee Group: OOS | Rate of Pay: $52,200 - $65,200 | Posting Closing Date: 8/7/26

The Administrative Coordinator, Facility Services, provides administrative and coordination support to the Chief Facilities and Technology Officer (CFTO) and the Facility Services team. The role supports day-to-day activities by coordinating schedules, preparing documentation, and assisting with communication and logistical requirements. The position contributes to productive operations through accurate, timely, and well-organized support.

Responsibilities & Activities

Executive Leadership Support (50%)

- Coordinate and maintain CFTO calendar, including scheduling meetings, confirming schedules, and prioritizing daily commitments
- Monitor deadlines and track deliverables, action requests, and follow up as required
- Identify scheduling conflicts and elevate or adjust as appropriate
- Create meeting agendas, packages and record meeting minutes, as required
- Draft, design, compose, format, and prepare a range of written materials to support communication needs.
- Draft, design, compose, format, and prepare a range of materials to support the CFTO in the hiring and recruitment process for Facilities positions
- Arrange and book facilities to support the interview process.
- Arrange travel including hotel reservations, flights, and itineraries to facilitate efficient travel plans.

Coordinate Facility Services Support (40%)

- Act as the first point of contact for the office, receiving visitors, phone calls, and email messages to provide timely responses or direct inquiries to appropriate team members.
- Coordinate and book Department meetings and events to support effective delivery
- Support the leadership team with the preparation and coordination of presentations and events.
- Manage bookings for Career development events to ensure proper scheduling and attendance.
- Liaise with the Facility Services finance team to assist in tracking event-related expenses, as required
- Maintain and update the department’s SharePoint site to ensure accurate and up-to-date information.
- Review and update department portal pages to maintain accuracy and relevance.
- Participate in planning meetings to support coordination and information sharing.
- Coordinate special events and celebrations to foster team spirit and collaboration.




- Send meeting and event invitations, track attendance, and coordinate post-event communications, including the distribution of meeting notes, presentations, and audiovisual materials.

Administrative Operations Support (10%)

- Maintain organized filing systems, records, and departmental documentation in accordance with established procedures
- Monitor administrative processes and identify routine issues, escalating as required
- Support the preparation and distribution of reports, documents, and correspondence
- Ensure accuracy and completeness of data and records used by the department
- Assist with onboarding logistics and administrative setup for new staff
- Engage in professional development activities to stay updated with industry standards and practices.

Knowledge

Knowledge, Skills, & Competencies

- Diploma in Business Administration or related field and 3 years directly related experience, preferably supporting a department or senior leader
- Experience providing administrative and coordination support, including calendar coordination.
- Experience supporting the recruitment and hiring processes, including scheduling interviews
- Knowledge of basic accounting principles and financial policies and procedures considered an asset
- Awareness of staffing principles and practices.
- General knowledge of the Division’s operations and business and general understanding of the Division’s mission and vision in a faith-based environment
- Knowledge of records management principles, the Protection of Privacy Act (POPA), and the Access to Information Act (ATIA)
- Knowledge of workplace safety and awareness of Occupational Health and Safety regulations
- Knowledge and alignment with the Division's administrative procedures

Skills

- Proficient in Microsoft Office and standard administrative systems, including calendar and document management tools
- Strong organizational and time-management skills, with the ability to coordinate multiple tasks and competing priorities
- Effective verbal and written communication skills, with the ability to prepare clear and accurate correspondence and documents
- Demonstrated attention to detail and accuracy in data entry, scheduling, and document preparation
- Strong interpersonal skills, with the ability to interact professionally and respond to inquiries from internal and external contacts
- Ability to follow established procedures,



exercise sound judgment in routine situations, and elevate issues as required
- Ability to maintain confidentiality and handle sensitive information with discretion
- Ability to work independently on assigned tasks while contributing as part of a team

Competencies

- Provides timely, responsive, and effective support to meet the needs of the CFTO and department staff.
- Effectively manages multiple tasks, schedules, and deadlines, ensuring work is completed accurately and on time.
- Produces accurate work, carefully reviews documents and schedules, and maintains organized records and information.
- Communicates clearly and professionally, ensuring information is shared accurately and appropriately with internal and external contacts.
- Works cooperatively with team members and stakeholders, contributing to a positive and supportive work environment.
- Applies sound judgment in routine situations, follows established procedures, and handles sensitive information with confidentiality.
- Adjusts to changing priorities and work demands, maintaining effectiveness in a fast-paced environment.

What We Offer

- Make a real difference: Your expertise directly impacts the success of the division’s administrators, teachers, students, and parents.
- Be part of a dynamic team: Be part of a collaborative team that works with many diverse groups and builds meaningful connections.
- Continuous learning: Embrace new technologies and challenges, growing your technical skillset through provided training opportunities.
- 100% employer-paid benefits, including: Health, Vision, and Dental.
- A Health/Wellness Spending Account.
- EFAP – Employee and Family Assistance Program.
- Paid Time Off, including vacation time, personal days, and Christmas break.
- Additional Paid Time Off (PTO) – Personal Days.
- 7-hour workdays, 35 hours per week for a 1.0 FTE.
- Competitive salary and pension.

Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non-teacher positions.

As a Catholic School Division receiving public funding, our schools and departments are imbued with our Catholic Faith. Candidates are expected to exhibit respect and sensitivity towards our Catholic beliefs and practices embraced by both students and staff.

Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package.

Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring.

Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.

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📌 Administrative Coordinator (Edmonton)
🏢 Edmonton Catholic Schools
📍 Edmonton