Role Responsibilities

The Branch Coordinator manages the day-to-day activities of the Professional Assurance Branch, including coordination of administrative and operational activities that support the Branch in achieving operational, Divisional and Ministry goals and objectives. In addition to a thorough understanding of the Branch's responsibilities, the position is required to have an in-depth working knowledge of relevant legislation, operational procedures, procedural elements of quasi-judicial proceedings, and highly developed competencies for managing within a digital office environment to support a team with high caseloads and short legislated and internal service timelines.

The Branch Coordinator performs executive, administrative, paralegal and other related duties for the Branch head and Commissioner. The incumbent must respond effectively to complex issues, take appropriate action and use strong problem-solving and decision-making skills, often requiring the application of ethics and discretion in relation to disclosure of confidential and highly sensitive information. Sound judgment is needed in making decisions, applying policies, procedures and established practices. Where issues are not clearly defined, the incumbent draws on experience and/or implements innovative solutions appropriate to the situation.

Key Responsibilities:

• Administrative support and coordination for Branch
  • Support branch operations and administration.
  • Provide administrative support to management and staff for ongoing case management of complaint files. Internal information management protocols and Freedom of Information and Protection of Privacy (FOIPP) Act are adhered to all times. 
  • Support the Branch head in managing schedule and email.
  • Coordinate and support meetings, including room bookings, agenda and meeting material preparation and highly effective minute taking.
  • Coordinator, track and respond to public and stakeholder inquiries through email, mail and phone.
  • Manage multiple administrative email boxes for the Commission.
  • Manage day-to-day responsibilities for mail, including registered mail and courier services ensuring legal requirements for effecting service of Commissioner Decisions.
  • Maintains accurate and effective digital filing systems.
  • Effectively tracks and managements assignments, including responsibilities that are often urgent and with short timelines.
  • Administrative coordination for onboarding/termination of Branch employees.
  • Day-to-day administrative support for Branch staff, including assistance with document management of case files.

Role Responsibilities continued

• Administrative case management and coordination of complaint process decisions
  • Organize, prepare, and track, legal/procedural documents, including file status management, disclosure and submission packages, final decisions for the Commissioner's signature, in accordance with judicial proceeding requirements, precedent and operational procedures. Accurate tacking and bring-forward of complaint process activities and deadlines is critical in ensuring the Commissioner's statutory obligations are met.
  • Verify legal text by retrieving cases, checking citations and statutes in accordance with the guidelines.
  • Review documents prior to signing by Branch head or Commissioner; responsible for proofreading, detailed editing and formatting.
  • Coordinate case file movement with the Alberta Education Office of the Registrar and the Professional Conduct and Competency General Panel as required.
  • Maintain internal precedent and caselaw libraries for Commission staff.
    
    
• Broad range of administrative support for branch and division leadership
  • Provide senior administrative support for the Division/Branch;  the incumbent has a high degree of independence to identify barriers to Commission success and recommend solutions, includes proposals for improving the administrative processes and systems of the Division.
  • Provide cover off for critical duties, including management and tracking of proceedings for hearings and appeals.
  • Liaises with offices for Ministry Assistant Deputy Ministers, Deputy Minister, Ministry Communications and Minister's Office as required.
  • Supports Division forecasting, budget monitoring, contract expenditures and other financial related responsibilities.
  • Provide ad hoc support to the Commissioner when required.
  • Provide administrative cover off as required for Investigations Branch.   

Please click on this link to view the job description for this position. 

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

• Drive for Results –Plan for results. Sets goals and prioritizes work to accomplish goals and priorities in order to deliver outcomes consistent with Commission objectives and directives. Follows through on duties and tasks and reports progress and challenges. Seeks support and direction when appropriate.
• Develop Self and Others –Collaborate with team members and model a commitment to life-long learning.
• Build Collaborative Environments  –Ability to interact positively. Builds relationships and works effectively with others. Promotes collaboration and positive relationships, even in challenging circumstances, within and across groups. Is committed to reaching desired results.
• Agility –Seeks out new opportunities. Identifies alternative approaches or courses of action in unclear and complex situations. Supports others to identify, assess, and use alternative approaches. Prioritizes competing workload pressures in an effective manner. 

Qualifications

High school diploma and four years of related experience.

Equivalency: Directly related education or experience considered on the basis of: 
•    1 year of education for 1 year of experience; or 
•    1 year of experience for 1 year of education

The position requires experience and advanced knowledge and thorough understanding of: 
•    Administrative Professional Diploma.
•    Legal/Paralegal Assistant Certificate / Diploma,
•    Minimum 4 years experience directly related experience.
•    Extensive experience working with the Microsoft Office suite of applications.
•    Highly development written and verbal communication skills, including note taking, editing and proofreading.

The following are considered assets to the position:
•    Experience supporting legal and/or quasi judicial proceedings.
•    Experience working within statutory/legislative frameworks.
•    Experience within the Government of Alberta, working knowledge of GOA procedures and systems.
 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

This is a full-time temporary position till Dec 2026, with the possibility of extension, working 36.25 hours per week, Monday to Friday.

Working location is 8th floor, Petwin Tower 10707 – 100 Avenue NW, Edmonton.

•    Shortlisted candidates may be required to undergo a written assessment.
•    Candidates selected for an interview may be required to undergo an on-site written assessment.
•    Final candidates will be required to undergo a security screening.
•    Parking is not provided for this position.
•    Employee annual professional fees/dues are not covered for this position. 


Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Applicants are required to provide a cover letter that outlines in detail their experiences and how that experience relates specifically to the requirements for this position. Applications without an appropriate cover letter or appropriate resume will not be considered.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time or full-time. For example: January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs shifts/week).

Interviews will be conducted in-person in Edmonton, Alberta. A writing assessment will form part of the interview screening process.

This competition will be used to develop a certified candidate list for future vacancies with the Alberta Teaching Profession Commission and may be used to fill future vacancies across the Government of Alberta, at equal or lower classification and salary.

Links and information on what the GoA has to offer to prospective employees.

•    Working for the Alberta Public Service - https://www.alberta.ca/advantages- working-for-alberta-public-service.aspx.
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca.
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
•    Positive workplace culture and work-life balance.
•    Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
•    Leadership and mentorship programs.