Administrative Coordinator

Role Responsibilities

Join a Team Driving Strategic Innovation and Public Service Excellence
Are you a detail-oriented professional who thrives in a fast-paced, high-impact environment? Do you excel at keeping operations running smoothly while supporting senior leadership? This is your opportunity to join a dynamic and forward-thinking branch that plays a critical role in advancing transparency, accountability, and strategic integration across data, content, technology, and privacy. The Privacy, Policy and Governance Branch is seeking an exceptional Administrative Coordinator to provide high-level administrative and financial support, directly contributing to our department's mission and priorities.

Be at the Heart of Strategic Operations
As the Administrative Coordinator, you will be the operational linchpin supporting the Executive Director and the Branch Senior Leadership Team. Your work will directly impact the effectiveness and efficiency of strategic initiatives, helping to integrate and streamline cross-functional priorities. This role offers a unique opportunity to support a range of essential activities—from executive scheduling and financial tracking to procurement, onboarding, and records management—making you a vital contributor to the branch’s success.

Your key responsibilities include:
•    Managing the Executive Director’s calendar, coordinating meetings, events, and materials
•    Supporting budgeting, forecasting, and monitoring financial transactions
•    Coordinating procurement of supplies, software, and equipment for the branch
•    Overseeing onboarding and offboarding of staff, including IT, facilities, and security pass arrangements
•    Maintaining SharePoint and content management systems in accordance with policy
•    Coordinating ARTS and FOIP processes to ensure timely, compliant responses
•    Facilitating branch engagement events and retreats, managing logistics and communications
•    Providing administrative support across the branch and in the Assistant Deputy Minister’s Office when needed
•    Liaising with Facilities and IT services to manage equipment, space, and technical support
•    Assisting with travel arrangements and supporting mission logistics for branch activities

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.

Agility: Understands need for change and manages own emotions. Uses common sense and experience to approach ambiguous problems. Prevents emotions from affecting others negatively.  Looks for information on changes.  Open to new ideas and helping co-workers.

Creative Problem Solving: Is open to new ideas and breaks problems down to identify solutions.  Breaks down problems into small parts.  Constructively questions and challenges the norm.  Open to other’s perspectives and aware of own.  Contributes ideas for improving processes and adapts existing practice to address problems.

Build Collaborative Environments:  Works in an open honest manner with colleagues.  Creates sharing opportunities.  Actively shares, accepts, and listens to others.  Recognizes conflict, respects, and discusses opinions openly.  Supports group even to learn from mistakes.  Recognizes differing interpretations.

Systems Thinking: Observes and understands larger impact of role.  Sees impact of work on organization; anticipates change in own area based on activities in other areas.  Considers how own work impacts others and vice versa.  Ask questions to understand broader goals.  Aware of how organization adds value for clients and stakeholders.

Qualifications

Required:  High school diploma PLUS 3 years of related experience, or equivalent as described

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

For Example: 
Related 1 year certificate PLUS a minimum 2 years of experience
Related 2-year diploma PLUS a minimum 1 years of experience
Related minimum 3 years of experience

The successful candidate MUST have:
•    Exceptional organizational skills to manage competing priorities and ensure nothing falls through the cracks
•    Strong interpersonal and communication abilities to collaborate seamlessly with senior leaders and stakeholders
•    High attention to detail and accuracy to ensure financial, scheduling, and policy compliance
•    A proactive, solutions-oriented mindset to improve administrative processes and resolve challenges
•    The ability to maintain professionalism and confidentiality in a dynamic, fast-paced environment
Assets:
•    Demonstrated knowledge of public sector systems such as 1GX, BERNIE and ARTS 
•    Basic accounting and spreadsheet skills for budget tracking and monitoring purposes and the ability to meet deadlines
•    Knowledge of departmental policies and divisional program specific information.
•    Experience supporting Executive Directors and Senior Leadership Teams, including managing calendars.

Preference will be given to candidates to have experience in an administrative role

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

Term of Employment: Temporary up to 6 months

Hours of Work: 36.25 hours per week

Location: Edmonton

Please include a cover letter outlining your skills, knowledge and experience as they relate to this role.

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