(ILS Systems and EA Development Coordinator)
1.0 FTE
Central Learning Services
Sherwood Park, Alberta
Role Summary:
Under the direction of the Director of Inclusive Learning Services, the ILS Systems and EA Development Coordinator supports the organization, and continuity of ILS priorities, programs, and processes. As a core part of this role, the position coordinates and supervises the Educational Assistant Internship Program while providing confidential, responsive, and service-oriented support across Inclusive Learning Services in collaboration with schools, Human Resources, and ILS team members.
The role requires strong organization, professional judgment, confidentiality, initiative, and the ability to support consistent, timely, and effective processes while working collaboratively with schools, Human Resources, and Inclusive Learning Services team members. This is a 12 month non-association position.
Knowledge, Education, and Experience
- Commitment to Catholic education and the mission, vision, and values of Elk Island Catholic Schools.
- Post-secondary training in office administration, records management, education, human services, or a related field (or an equivalent combination of education and experience).
- Experience working in a school division, inclusive learning department, or related educational setting.
- Knowledge of, and experience working with or supporting, Educational Assistants, Therapeutic Behaviour Assistants, and other school-based support roles.
- Experience managing confidential records, tracking data, and supporting inclusive education processes (referrals, support plans, etc.).
Required Skills and Competencies
- Professionalism: Strong commitment to confidentiality, discretion, and sound judgment.
- Organization: Excellent attention to detail, time management, and the ability to manage multiple priorities and deadlines independently.
- Communication & Collaboration: Highly effective written and verbal communication skills, with the ability to build positive relationships with a multidisciplinary team, school and division staff, and external partners.
- Digital Literacy: proficiency with databases, spreadsheets, digital forms, and shared drives (Google Workspace, Microsoft Office, Adobe).
Key Responsibilities:
- Assist with organization of ILS department operations and processes, including documentation, communication, scheduling, records management, data tracking, reporting, workflow coordination, and support for Inclusive Learning Services priorities, programs, and service areas.
- Maintain confidential student, staff, and department records, including databases, referral documentation, service records, external partner documentation, student support plan tracking, electronic submissions, and related files in accordance with division procedures and privacy legislation.
- Support student support documentation and specialized service processes, including Individualized Support Plans, consent and information-sharing forms, referrals, assessments, observations, contracted services, student records uploads, and external consultant involvement.
- Coordinate and supervise the Educational Assistant Internship Program and related support services development, including coaching, schedules, school-based visits, onboarding activities, professional learning opportunities, participation tracking, feedback processes, resource organization, and follow-up supports.
- Serve as a liaison and additional point of contact for assigned ILS processes, ensuring inquiries from schools, staff, families, external partners, and division departments are received, documented, routed, and responded to appropriately.
- Collect and organize relevant data related to student supports, program participation, coaching engagement, school needs, service tracking, staffing supports, and emerging themes to inform planning, assurance processes, reporting, and resource allocation.
- Support purchasing, and resource processes, including invoice coding, purchase orders, expenditure tracking, contract documentation, specialized resources, assistive technology, materials, equipment, and related reporting.
- Maintain and organize Educational Assistant Internship Program resources, including templates, forms, newsletters, presentations, directories, calendars, onboarding materials, communication tools, resource banks, process guides, and shared digital systems.
- Provide coordination, direction, and follow-up for assigned processes and staff supports, as delegated by the Director of Inclusive Learning Services.
- Perform other related duties as assigned to support the effective operation of Inclusive Learning Services and EA Internship Program.
