Aspire Careers

Posting: Thursday, July 5, 2018
Closing Date: Friday, July 20, 2018 or as soon as a suitable candidate is found
Position: Administrative Assistant/EASE Preschool Program
Reports to: EASE Principal and Office Coordinator/Administrative Supervisor
Location: Red Deer, AB
Status: 0.7 FTE

Our team at Aspire Special Needs Resource Centre is growing and changing and we want you to join us!  Aspire’s mission is to provide hope to children with special needs, the families who love them and the communities that care for them. 

The Administrative Assistant is an exciting opportunity for someone interested in supporting the EASE Preschool Program staff and families, as well as Aspire’s overall administrative operations.

Job Purpose

The Administrative Assistant provides efficient and accurate administrative support for the EASE Preschool team. The Administrative Assistant also provides relief for Administrative Assistant/Receptionist and Transportation Dispatcher when required.

Primary Duties and Responsibilities

Alberta Education Information

  • Create and maintain PASI database - submit as required
  • Assist EASE Principal and Executive Director with PUFs application.
  • Assist Executive Director and EASE Principal in creating and inputting the Transportation Application for Alberta Education
  • Liaise information requirements/changes between AB Learning and school staff
  • Maintain and audit individual student files as required by AB Education
  • Assign Aspire student numbers
  • Create Alberta Student Numbers (ASN) in AB Education database
  • Register students with AB ED database (PASI)
  • Maintain updated contact info in PASI, Giftworks, binders and electronic files
  • Maintain/update databases, year-end reports/approvals
  • Track/maintain attendance records of children
  • Attend information sessions as required


  • Post names of absent children on white board, notify staff
  • Track and record absences of Child Development Facilitators (CDF’s) in Outlook and on white board.
  • Monitor CDF offsite visit/playschools daily
  • Prepare, maintain and revise regularly, documentation of student/CDF logistical information. IE: classroom, playschool, vehicle info, car seat size, etc. 
  •  EASE Information Coordination

    • EASE general reception - greet and direct visitors.
    • Answer phones for 2nd floor, screen and forward information to staff.
    • General administration as needed for EASE team, filing, calls, faxing etc.
    • Shred documents
    • Distribute received mail from reception
    • Research, prepare and distribute Communicable Disease notes
    • Coordinate/maintain/distribute daily information changes, verbal and on-going to the EASE team (changes such as illness, pertinent family information, transportation changes etc.)
    • Coordinate and distribute EASE information (ie Family Oriented Programming (FOP’s), parties) to families, schools, professionals etc as needed, track returned information
    • Maintain EASE stats and feedback forms as required
    • File students information, maintain student hard copy files
    • Discharge (red file) and transfer of files at end of student program.
    • Replenish/order office supplies, ensure equipment is maintained
    • Coordinate case conferences with receiving school division staff.
    • Input and maintain all meetings (including booking the space), appointments and case conferences in Outlook calendar
    • Notify families - FOP’s, Case Conferences, Individual Program Plan's (IPP’s) etc.
    • Coordinate attendance of receiving school divisions’ Program Unit Funding (PUF) Coordinators for Year End Conferences
    • Book offsite community activities as required
    • Prepare documentation for case conferences/distribute and track returns etc
    • Prepare, maintain and revise IPP’s and Year end reports; prepare and distribute copies to requested parties; file Prepare & maintain student CUM (Cumulative) files, forward to receiving school.
    • Yearly discharge of exiting students.
    • Create, prepare, maintain and revise electronic files/templates for all students
    • Prepare updated information packages/handbooks for families of new students.
    • Communicate with families for all relevant documentation required for EASE staff and child’s file. Prepare/print required reports, student strategies & checklists for CDF’s
    • Create and maintain CDF staff contact list
    • Student FOP attendance - prepare/update attendance templates, summarize
    • Attend EASE team meetings as required.
    • Prepare, schedule and track templates, student/parent forms during assessments
    • Monitor AB Ed code information, update on yearly student plan template
    • Update Giftworks - returning students information, student count tracking, etc.

    Program Support

    • Prepare general materials as required by teachers and therapists
    • Photocopy materials and handouts
    • Create specific materials for individual children as required by the teachers and therapists
    • Be current in software applications for classroom and therapy materials
    • Coordinate and operate videotaping (media equipment or video equipment)
    • Maintain inventory of craft supplies
    • Replenish craft supplies in classroom cupboards
    • Purchase program supplies and materials

    Other Duties

    • Provide Reception relief for lunch (12:00 pm – 1:00pm)
    • Coordinate, assign, collect monies, and monitor parking
    • Ensure general knowledge regarding programming, calendar, intake, fees, safety, staffing, is up to date at all times.
    • Maintain master keys/security for 2nd floor
    • Provide afternoon coverage for Transportation Dispatcher



    • Minimum three years’ experience in a similar role
    • Post-secondary education in Administration an asset

    Knowledge, Skills and Abilities 

    • Excellent organizational and time management skills
    • Ability to maintain confidentiality
    • Effective Self-starter
    • Ability to multi-task effectively
    • Flexible and adaptable to constant change
    • Able to prioritize tasks effectively
    • Successful in considering all aspects of scope in decision making, not just the issue at hand.
    • Capable of problem solving quickly
    • Works well under pressure
    • Skilled in meeting tight deadlines
    • Is consistent, dependable and accurate in carrying out responsibilities
    • Able to liaise well with others and delegate tasks
    • Strong oral and written communication skills
    • Detail-oriented

    Proficiency in the use of computers for

    • Word
    • Outlook
    • Excel
    • Database program – Giftworks
    • Alberta Education Database
    • Boardmaker

    Personal Characteristics 

    The Administrative Assistant will demonstrate competence in all of the following:

    • Behave Ethically: Understand ethical behavior and Centre practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization and abide by the confidentiality agreement.
    • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally.
    • Communicate Effectively: Speak, listen and write in clear, thorough and timely manner using appropriate and effective communication tools and techniques.
    • Focus on Family and Child Needs: Anticipate, understand and respond to the needs of children and families to meet or exceed their expectations.
    • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance effectiveness.
    • Lead: Positively influence other to achieve their own results.
    • Make Decisions: Assess situations to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of staff, children and families.
    • Organize: Set priorities, develop a work schedule and monitor progress towards goals.
    • Plan: Determine strategies to move forward, set goals, create, implement action plans, and evaluate the process and results.
    • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions and make recommendations and/or resolve the problem.

    Working Conditions

    • The Administrative Assistant works out of the Aspire Centre
    • The Administrative Assistant works 0.7 FTE = 26.25 hours/week, 1365 hours/12 months.

    Start Date: Week of August 20th, 2018 or as negotiated

    Wage Range: As per Aspire salary grid, and commensurate with experience.

    Group benefits accompany this position, after successful completion of probationary period.

    If you meet the above requirements, please forward your resume along with three references on or before Friday, July 20th, 2018 to:

    Diana Sutton, Office Coordinator
    Fax: 403-340-2615

    *No phone calls please. Aspire would like to thank all applicants, only candidates considered for an interview will be contacted.