Position Summary
Elves Special Needs Society (Elves) is seeking a temporary, full-time Administrative Coordinator, preferably with experience working in HR, Benefits and Payroll, Account Support and General administrative responsibilities.
Elves is a Designated Special Education Program (DSEP) accredited by Alberta Education. We are an independent school creating individualized program plans for each learner to ensure their education is tailored to their abilities and providing success in learning and life. With over 50 years’ experience, our multidisciplinary team of experts are all on site to engage learners in their educational development.
Our learners are supported in an inclusive environment that addresses their abilities through modified/adapted Alberta Education curriculum, literacy programs, universal learning strategies, small classroom sizes, and differentiated instruction.
The Specialized Administrative Coordinator provides day-to-day administrative support across human resources, benefits administration, accounting, transportation reception, and general office operations. This role is responsible for maintaining accurate records, supporting employee and organizational processes, providing professional front-line reception services, and assisting with financial and administrative functions.
This position requires strong organization, attention to detail, confidentiality, customer service skills, and the ability to manage multiple priorities in a fast-paced environment.
Reporting directly to the HR Director, position responsibilities include but are not limited to the following:
Key Responsibilities
Human Resources Administration
- Assist in maintaining employee records and HR systems.
- Support recruitment, onboarding and offboarding documentation.
- Support recruitment activities including posting positions, scheduling interviews, preparing interview packages, and communicating with candidates.
- Assist with administering employee benefits enrollments, changes and terminations.
- Provide payroll back up support. Payroll and benefits administrative support, including data entry and record maintenance.
- Support occupational health and safety administration, including filing documentation and maintaining records.
- Assist with preparation of HR correspondence, employment documentation and reports.
- Maintain confidentiality and compliance with privacy requirements.
- Other duties as assigned by HR Director.
Accounting & Data Entry Support
- Perform accurate data entry for the finance department as required (accounts payable, accounts receivable, payroll support, and other accounting functions).
- Maintain organized financial records and filing systems.
- Support month-end administrative tasks and reporting.
- Maintain tracking spreadsheets, as assigned.
- Ensure accuracy and confidentiality of financial information.
- Other duties as assigned by Finance Director.
- Assist with payroll processing during absences, peak periods, or organizational transitions.
General Administrative Duties
- Serve as the first point of contact for visitors, families, staff and external stakeholders.
- Provide administrative support to leadership and departments as required.
- Coordinate mail, supplies, filing systems, and general office administration.
- Support learner registration, transportation administration, and organizational communications.
- Other duties as assigned by School Program Principal and/or Executive Director.
Additional Responsibilities – Projects & Organizational Initiatives
- Provide administrative and coordination support for organization projects and system implementations.
- Assist with project documentation, communication, and change management activities.
Transportation Services Coordination
- Coordinate day-to-day transportation administration, scheduling and communications.
- Maintain transportation records and documentation.
- Respond to transportation inquiries and service changes.
- Support reporting, compliance, and continuous improvement initiatives.
Knowledge, Skills & Abilities
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Strong verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Experience with payroll, accounting, or benefits systems is an asset.
- Ability to manage competing priorities and work independently.
- Strong customer service and interpersonal skills.
- Ability to work collaboratively in a team environment.
Working Conditions
- Primarily office-based environment.
- Prolonged periods of sitting, computer use, and telephone work.
- Occasional lifting of office supplies or files up to 20 lbs.
- May require flexibility to meet operational needs.
Core Competencies
- Professionalism & Confidentiality
- Communication Skills
- Organization & Accuracy
- Customer Service Orientation
- Teamwork & Collaboration
- Initiative & Accountability
- Adaptability & Flexibility
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
