Division Supports Coordinator - Full-Time

Division Supports Coordinator

About Us

St. Thomas Aquinas Roman Catholic School Division (STAR) is committed to providing Christ-centered learning environments where students grow spiritually, academically, socially, and emotionally. Guided by our Mission, Vision, and Values, we serve students, families, and communities with excellence, integrity, and faith.

We are seeking a highly organized, service-oriented, and collaborative Division Supports Coordinator to provide administrative, operational, project, and organizational support across multiple departments within the Division. This key position supports the Secretary-Treasurer, Central Office Learning Team (COLT), Manager of Board Services & Office Operations, and the overall operations of the STAR Catholic Centre for Education.

Position Summary

The Division Supports Coordinator plays an integral role in supporting Division operations through administrative coordination, project support, data management, office administration, event coordination, and organizational services. The successful candidate will demonstrate exceptional attention to detail, strong communication skills, discretion with confidential information, and the ability to manage multiple priorities in a dynamic environment.

Key Responsibilities

Secretary-Treasurer Support

• Prepare draft reports and submissions required by Alberta Education and Alberta Infrastructure, including capital planning, utilization, and facility-related reports.
• Assist with school budget development and monitoring to support appropriate allocation of resources.
• Review School Generated Funds (SGF) reports and provide administrative support and recommendations.
• Develop Requests for Proposals (RFPs) and related documentation as required.
• Compile and report consolidated student enrolment data.
• Prepare reports, presentations, correspondence, and briefing materials.
• Maintain accurate records and files to support audits, compliance, and regulatory requirements.
• Prepare demographic studies and population trend analyses, utilizing Baragar Systems.
• Support the development of long-range facility plans and infrastructure submissions.

• Respond to a variety of Central Office Learning Team requests and emerging priorities.
• Collect, organize, enter, and summarize data from multiple sources.
• Conduct research and assist with the preparation of reports, presentations, and special projects.
• Coordinate project timelines, meeting materials, action items, and follow-up activities.
• Support division-wide initiatives and strategic priorities.
• Perform other related duties as assigned.

• Serve as the primary point of contact for incoming calls, emails, inquiries, and visitors.
• Maintain the Division phone system and general voicemail accounts.
• Maintain and update Division contact lists and directories.
• Coordinate incoming and outgoing courier services and mail distribution.
• Administer the office postage system.
• Order and maintain office and meeting supplies.
• Coordinate maintenance and service calls for office equipment.
• Organize and order business cards for school administrators and STAR Catholic Centre for Education staff.
• Ensure meeting rooms, common spaces, prayer tables, kitchen, and café areas are maintained to a professional standard.
• Coordinate recycling, shredding, and related facility services.
• Maintain Division calendar entries and important organizational dates.
• Distribute centrally received information and materials to schools.
• Coordinate room setup, striking, and logistics for meetings, professional development sessions, Board meetings, and special events.
• Arrange catering, hospitality, and meal services for meetings and events.
• Support staff recognition and employee engagement activities
• Coordinate onboarding activities for new STAR Catholic Centre for Education staff, including preparation of new employee packages.
• Maintain and update the Division's online staff directory.

• Assist with Board and Division special events, celebrations, and protocol activities.
• Coordinate Mass Intentions for graduates, retirements, STAR Catholic Centre for Education staff, and Division events.
• Respond to information requests from external organizations and agencies.
• Assist with Board and Senior Administration travel and accommodation arrangements.
• Support the preparation of correspondence, reports, and special projects.
• Assist with staff recognition programs and initiatives.
• Perform other related duties as assigned.

• Support Division administrative meetings and planning activities.
• Assist with Administrative Procedures and related documentation.
• Assist in reviewing out-of-province and international student travel requests.
• Contribute to a welcoming, faith-filled, and service-oriented workplace culture.
• Support the Mission, Vision, and Values of the STAR Catholic School Division.

Education and Experience

• Diploma or certificate in Business Administration, Office Administration, Public Administration, or a related field. Experience may be considered in lieu of education.
• Minimum 3-5 years of progressively responsible administrative or office coordination experience.
• Demonstrated success working in a school or educational setting is highly valued and would be considered a significant asset.
• Experience working with budgets, data analysis, reports, and project coordination is preferred.

• Exceptional organizational and time-management skills.
• Strong written, verbal, and interpersonal communication skills.
• Advanced proficiency with Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook, and Google Workspace.
• Ability to analyze and summarize data and prepare professional reports.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines simultaneously.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Dedicated commitment to service and a collaborative approach.
• Ability to work independently while contributing effectively as part of a team.
• Commitment to supporting Catholic education and the mission of the Division.

• Meaningful work that supports Catholic education and student success.
• Collaborative and faith-centered work environment.
• Opportunities to contribute to strategic Division initiatives.
• Competitive compensation and comprehensive benefits package.
• Professional growth and development opportunities.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

STAR Catholic School Division is committed to equity, diversity, inclusion, and creating welcoming learning and working environments for all. Successful candidate’s offer of employment will be conditional upon receipt of a recent (within 6 months) Criminal Record check inclusive of vulnerable sector and a recent (within 6 months) Alberta Children's Intervention Record Check. Only those applicants short listed for an interview will be contacted.