Administrative and Classroom Assistant

Administrative and Classroom Assistant

Overview

The Administrative and Classroom Assistant oversees all administrative functions of the academy, ensuring smooth daily operations, accurate record-keeping, and full compliance with all applicable regulations. As the primary point of contact for families, the Administrative and Classroom Assistant manages parent communication, supports onboarding, handles inquiries, and maintains accurate files.

The role also provides direct support to the Director and guides in delivering high-quality childcare services. In addition to administrative responsibilities, the Administrative and Classroom Assistant spends approximately one-third of each day in the classroom to assist with staff breaks, lunches, and transitions.

Reporting

The Administrative and Classroom Assistant reports directly to the Director, Flourish Academy.

Requirements

• Level 1 Early Childhood Educator certification
• Previous experience in a Montessori environment considered an asset
• Preference given to candidates with a minimum of two years of experience in a similar role
• Proficiency with Microsoft Office Suite and educational platforms
• Prior experience with Lillio considered an asset
• Self-motivated and highly organized
• Strong interpersonal and communication skills
• Satisfactory background check
• Vulnerable Sector Check
• Valid Emergency/Basic First Aid Certificate

Duties

The duties of this position include, but are not limited to:

Administrative & Family Communication

• Act as the primary point of contact for families, managing inquiries, parent communication, and daily updates in a professional and supportive manner
• Manage incoming phone calls, emails, and in-person inquiries, ensuring professional and timely responses
• Assist with onboarding new families, including registration paperwork, orientation materials, and subsidy or grant applications

Financial & Director Support

• Support the Director with billing, accounts receivable, tuition tracking, and administration of provincial funding, including the Affordability Grant, Wage Top-Ups, and Inclusive Child Care supports
• Provide general administrative support to the Director and staff as required

Records, Compliance & Licensing

• Maintain accurate and up-to-date records including enrollment files, attendance logs, staff certifications, health documentation, emergency contacts, and government reporting forms required by Alberta Children’s Services
• Support the Director in ensuring compliance with Alberta’s Early Learning and Child Care Act and Child Care Licensing Regulation through proper documentation and reporting

Operations & Scheduling

• Provide scheduling support including staff schedules, shift coverage, and coordination of substitutes
• Order and organize supplies, equipment, and food in alignment with operational needs and Alberta Health Services standards
• Oversee and coordinate all administrative operations to ensure the daycare remains safe, organized, and welcoming for staff, children, and families

Professional Development & Events

• Coordinate and prepare materials for parent communication, newsletters, workshops, and community events
• Assist with organizing staff professional development records, training sessions, and certification renewals

Classroom Support & Safety

• Provide classroom coverage during guides’ breaks, lunches, and transitions
• Assist with toileting routines, transitions, outdoor play, and creating a smooth daily flow
• Communicate concerns or maintenance needs to the Director and assist with coordinating or following up on required actions
• Assist with monthly fire drills, ensuring attendance and emergency records are accurate, up-to-date, and easily accessible
• Maintain emergency backpacks, first-aid kits, and classroom safety supplies

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