Contract Coordinator

Role Responsibilities

The UCA is seeking to fill the permanent Contract Coordinator position, responsible for ensuring effective and transparent contract coordination and procurement processes.

Reporting to the Manager of Regulatory Operations, the Contract Coordinator plays a vital role supporting the UCA in achieving its goals. Guiding the organization’s procurement and contract management activities, you’ll prepare and manage competitive procurements, coordinate agreements with external vendors, assist in bid evaluation and selection, and track contracts from initiation to completion. The UCA oversees approximately 75–100 contracts annually, valued at about $5 million. This position ensures all contracting and procurement processes comply with Government of Alberta policies, Ministry directives, and divisional procedures.

Key responsibilities include:

• Preparing and coordinating Requests for Proposals (RFPs), Requests for Quotes (RFQs), Statements of Work (SOWs), Pre-Qualification Requests (PQRs), evaluation plans, requisitions for services, and legal retainer contracts.
• Obtaining required approvals and determining and monitoring ongoing contract requirements.
• Providing advice and assistance to Regulatory Operations staff throughout the procurement and contract cycle.
• Tracking contract expenditures to ensure adherence to budgets and preparing year-end reports on contractual obligations.
• Coordinating the evaluation of proposals, ensuring a fair and competitive process consistent with Treasury Board requirements.
• Implement system improvements that streamline processes and procedures, supporting the continual enhancement of a fair and equitable approach to procurement.

The successful candidate must be able to demonstrate personal initiative in establishing and cultivating positive relationships with diverse external and internal stakeholders, including Legal Services, Contract Management and Procurement Services. Strong process coordination skills, meticulous attention to detail and ability to multitask are essential to streamline contract processes, enhance efficiencies, and support modernization efforts. Additionally, the candidate will work with Procurement Services teams to ensure efficient sharing of data and information.

Knowledge, Skills, & Abilities: 
•    SAP and ERP systems.
•    Excel, including pivot tables and macros. 
•    ARIBA or other ERP procure-to-pay systems.

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

APS Competencies

Competencies are behaviors that are essential in this role to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies 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.

Systems Thinking: This position should understand the interconnectedness of the contracting and procurement processes within the larger organizational framework. They must be able to analyze how changes or issues in one area can impact other areas and devise strategies to ensure cohesive and efficient operations across the Regulatory Affairs Division and the UCA.

Agility: The successful candidate must demonstrate flexibility and adaptability in responding to changing priorities and requirements within the procurement and contracting landscape. They should be able to quickly adjust their approach and processes to meet new challenges, ensuring continuous compliance with policies and effective service delivery.

Creative Problem Solving: This role must be able to access appropriate resources quickly and develop innovative approaches that ensure timely and accurate responses and resolution to issues that may arise in the procurement and contracting processes.

Develop Networks: This position must proactively build, leverage and grow networks and relationships with those you work with, and may work with in the future.

Qualifications

High school diploma and four (4) years of related experience in areas such as contract management, government procurement, etc.

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.

Required experience
•    In-depth experience with Excel.

Assets 

•    Experience in procurement using 1GX, SAP or other ERP systems.
•    Familiarity with trade agreements, contracts, and Alberta Purchasing Connection (APC) or other methods and venues for posting RFPs.
•    Knowledge of the contracting process and demonstrated ability to foster and maintain relationships with vendors, Branch leadership, Contract Management Unit, Legal Services and Procurement Services.
•    Demonstrated project coordination skills with multiple stakeholders.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Hours of Work:
•    8:15 am to 4:30 pm.
•    36.25 hours per week (full-time) Monday to Friday.

Term of Employment:
•    Permanent 

Location:
•    Calgary 

Please note, for all work experience use the following date range format and indicate Full-Time and/or Part-time experience in your resume: Ex. [Month, Year – Month, Year]- (PT and/or FT)

Cover letter is mandatory.

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.

Links and information on what the GoA have 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.