ECS & Learning Support Manager
Location: Calgary, AB
Hourly Range: $38.00 to 48.00
Position Type: Full-time
Schedule: Monday to Friday
Help create the structure children, families, and teams need to thrive.
PREP Society is hiring an ECS & Learning Support Manager to support the day-to-day coordination of our Early Childhood Services program and provide leadership to our Learning Support Facilitators, volunteers, families, and program partners.
This is a meaningful role for someone who understands that strong inclusive programming depends on both care and coordination. Children and families need thoughtful support. Staff need clear expectations, strong communication, and practical guidance. Programs need documentation, scheduling, compliance, and follow-through.
The ECS & Learning Support Manager brings those pieces together. This role is well suited to someone who is organized, steady, relationship-focused, and comfortable managing many moving parts. You will help ensure the program runs smoothly, families feel informed, staff feel supported, and Alberta Education requirements are met with care and accuracy.
About the Role
The ECS & Learning Support Manager is responsible for supporting the successful delivery of PREP’s Early Childhood Services program, including Alberta Education and Program Unit Funding requirements, staff scheduling, Learning Support Facilitator supervision, volunteer coordination, family communication, documentation, onboarding, and program administration.
This role works closely with the Director of Programs and Services, ECS Teachers, therapists, families, Learning Support Facilitators, volunteers, and community partners to support coordinated, high-quality programming for children and families.
The successful candidate will bring strong organization, sound judgment, people leadership, and a practical understanding of early childhood education, disability services, inclusive learning, and family-centred programming.
What You’ll Be Doing
ECS Program Coordination & Compliance
You will help ensure PREP’s Early Childhood Services program runs smoothly and meets Alberta Education and PUF requirements. This includes:
- Supporting the daily operations of the ECS program.
- Managing PASI student files, including ASN creation and document uploads.
- Tracking and uploading required documentation, including IPPs, report cards, attendance records, assessment documents, and year-end reports.
- Supporting PUF documentation, audits, projections, registration, and annual operating plan requirements.
- Coordinating key Alberta Education deadlines, including enrolment counts, certified staff reports, financial reporting, and transportation funding applications.
- Supporting ECS Teachers with documentation, calendars, newsletters, IPP reviews, and family communication.
- Helping coordinate transportation requirements and communication with families and transportation providers.
- Supporting annual school-year planning, including calendars, registration forms, handbooks, orientation materials, waivers, and classroom documentation.
- Maintaining organized records and ensuring program information is accurate, current, and accessible.
Team Leadership & Learning Support Facilitator Supervision
You will provide day-to-day leadership, support, and communication for Learning Support Facilitators working across PREP programs and in-home FSCD-supported services. This includes:
- Interviewing, onboarding, and supporting new Learning Support Facilitators.
- Coordinating LSF schedules across ECS, STARS, Young Adults, camp programming, and FSCD-supported services.
- Providing regular check-ins, coaching, mentorship, and practical support.
- Approving timesheets and time-off requests.
- Conducting 3-month reviews for new staff and supporting regular check-ins throughout the year.
- Supporting classroom staffing, coverage planning, and resource allocation.
- Building schedules based on FTE, program needs, child support requirements, and therapist visits.
- Creating a collaborative team culture where people feel informed, supported, and clear on expectations.
- Identifying professional development opportunities that strengthen inclusion, communication, child development, and program delivery.
Family, Staff & Community Communication
You will be a key communication point between PREP, families, staff, volunteers, and community partners. This includes:
- Communicating with families regarding program requirements, transportation, registration, documentation, orientation, and key dates.
- Supporting clear and consistent communication between ECS Teachers, therapists, Learning Support Facilitators, and program leadership.
- Preparing and updating parent orientation materials, staff orientation materials, team photo sheets, family folders, and community partnership documents.
- Supporting community partnership agreements with preschools and kindergartens.
- Attending ECS team meetings, teacher meetings, teacher-therapist meetings, and other program planning meetings.
- Helping ensure goal tracking, weekly notes, therapy notes, and attendance documentation are completed and aligned.
Volunteer Coordination
You will support volunteer recruitment, onboarding, scheduling, recognition, and engagement. This includes:
- Onboarding, assigning, monitoring, and supporting volunteers.
- Tracking monthly volunteer hours.
- Matching volunteers appropriately with programs and instructors.
- Checking in with volunteers and helping create meaningful engagement opportunities.
- Supporting volunteer recognition and appreciation activities.
Onboarding, Training & Program Improvement
You will help strengthen the systems that make the program easier to run and easier to join. This includes:
- Leading onboarding for new Learning Support Facilitators and volunteers.
- Updating online training resources, including Google Slides, guides, orientation materials, and therapist video content.
- Supporting classroom observations and home visits to help ensure LSFs feel supported.
- Designing or coordinating training sessions that strengthen team knowledge in inclusion, child development, communication, and program expectations.
- Evaluating onboarding effectiveness and continuously improving the experience for new staff and volunteers.
- Creating practical resources, checklists, schedules, and task lists to help the team stay aligned.
Seasonal Planning & Program Support
You will play an important role in school-year and seasonal planning, including:
- Building summer camp staffing schedules.
- Supporting staffing ratios for camp programming.
- Preparing orientation materials and welcome packages for new families.
- Ordering or coordinating classroom supplies, materials, and replenishables.
- Supporting spring, Easter, and summer camp staffing needs.
- Preparing for the new school year, including September schedules, orientation materials, family folders, and program documentation.
- Helping troubleshoot coverage, scheduling, or staffing issues as they arise.
What You Bring
We are looking for someone who brings a strong mix of program coordination, inclusive education knowledge, leadership ability, and operational follow-through.
You may be a strong fit if you have:
- Post-secondary education in early childhood education, disability studies, human services, education, social work, or a related field.
- Experience working in early childhood services, inclusive education, disability services, family support, or school-based programming.
- Knowledge of Alberta Education requirements, PUF programming, IPPs, PASI, or ECS operations is strongly preferred.
- Experience supervising, mentoring, scheduling, or coordinating staff.
- Strong administrative and documentation skills.
- The ability to manage multiple deadlines, details, and stakeholders.
- Strong communication skills with families, staff, volunteers, therapists, and community partners.
- Sound judgment, discretion, and professionalism.
- Confidence using technology, including Google Workspace and Microsoft Office.
- A practical, steady, solution-focused approach when things change quickly.
- A genuine commitment to inclusion, family-centred support, and helping children thrive.
What Will Help You Succeed Here
This role requires someone who can balance warmth with structure. You will need to be supportive and clear, flexible and consistent, relationship-focused and accountable to deadlines.
You will do well in this role if you are:
- Highly organized and able to anticipate what is coming next.
- Comfortable working with complex calendars, documentation, and compliance requirements.
- Able to build trust with families, staff, and community partners.
- Skilled at coaching and supporting frontline staff.
- Calm under pressure.
- Comfortable asking questions, flagging risks, and solving problems early.
- Passionate about inclusive education and meaningful support for children and families.
- Interested in improving systems so programs feel easier to navigate for everyone involved.
Why Join PREP Society?
At PREP, the work is personal, practical, and deeply meaningful.
You will be part of a team that supports children with Down syndrome and their families through education, therapy-informed programming, family support, and inclusive learning opportunities.
This is an opportunity to step into a leadership role where your organization, communication, and care will directly support children, families, staff, and the long-term strength of the program.
About PREP Society
PREP Society is a Calgary-based non-profit organization supporting children with Down syndrome and their families. Through early learning, therapy-informed programming, family support, and inclusive education, PREP helps children build skills, confidence, connection, and independence.
PREP’s work is grounded in the belief that children thrive when families, educators, therapists, staff, and community partners work together with care, clarity, and high expectations.
How to Apply
If this role sounds like the right fit, please submit your resume and cover letter.
We encourage applicants to share how their experience connects to early childhood services, inclusive education, disability support, staff leadership, program coordination, or family-centred work.
PREP Society is committed to creating an inclusive, respectful, and welcoming environment for children, families, staff, volunteers, and community partners.
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Pay: $38.00-$48.00 per hour
Work Location: In person
