Branch Administrator (Bilingual - French and English)

Role Responsibilities

The Strategic Services and Governance Division within the Ministry of Education and Childcare has an exciting opportunity and is looking for a Branch Administrator to join our team!

The Branch Administrator has the following roles and responsibilities:

• Management of branch budget and forecasting, including the Official Languages in Education Programs (OLEP) finances and management of contracts and grants.
• Development of branch processes to ensure effective and efficient workflows for branch staff.
• Stakeholder and pan-Canadian meeting preparation for Director, Executive Director and senior leadership.
• Increased communications with administration within and across sectors and key internal and external stakeholders.
   

This position supports both the Intergovernmental Relations Branch and the French Language Services Branch by providing administrative assistance in areas such as budget management and forecasting, contract and grant administration, payment memo preparation and processing, coordination of Action Requests and FOIP requests, facilitation of hiring processes and onboarding preparation as well as handling IT and other coordination requests for the branches. The incumbent must also be fluent in English and French to accommodate requirements of both branches.

Role Responsibilities (continued)

In your role as the Branch Administrator, you will have the following responsibilities:

• Make decisions and initiates actions regarding day-to-day administrative operations and workflow requirements within the Branch, liaising with Branch managers and other administrative support positions to establish and maintain administrative processes.
• Generate Action Requests as needed and coordinates Branch responses to ARs to ensure accurate, high quality and timely responses consistent with relevant Division and Ministry policies and procedures, including the ministerial style guide.
• Review Branch contract and grant documents for completeness and compliance with relevant policies and procedures prior to forwarding to appropriate area for processing.
• Maintain, monitor and analyze accounts, forecasts and expenditures to identify cost pressures, deviations and variances; brings concerns and recommended adjustments for solutions to the attention of the Director.
• Complete preliminary review and reconciliation of expenditures for the Branch monthly prior to submitting to the Director for review and approval; monitors, retries and analyzes data from financial system(s).
• Liaise with Human Resources to ensure HR process requirements are met for the Branch, including ensuring forms/documentation are completed correctly and on a timely basis (i.e., time approvals, staff development requests, etc.); and works with the Executive Director's Office to update Branch organizations charts and documents as needed).
• Organize internal and external stakeholder meetings, consultations, workshops, events, etc. for the Branch, including arranging meeting rooms, catering, travel, audio-visual requirements, etc., preparing presentations and background materials; ordering session supplies; and attending sessions to take meeting notes and address emerging issues.
• Develop and coordinate administrative and operational systems and processes to e4nahnce efficiencies within the Branch; identifies administrative issues with potential to impact Branch operations and recommends solutions and courses of action (i.e., developing templates for memo formats; advising management team of general administrative procedures; etc.).
• Act as IT liaison (i.e., provides assistance in rolling out upgrades of equipment and software, communicating with all staff on roll-out details and to ensure preparedness of all staff) and supports technology for new and existing staff to ensure workflow.

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 - Demonstrated ability to manage and adapt to change. Ability to manage human, financial and physical resources within an operating environment.
• Creative Problem Solving - Develop and facilitate processes to accommodate changing work requirements and ensure efficient and effective practices.
• Develop Networks - Maintain effective relationships with a wide variety of contacts.
• Build Collaborative Environments - Coordinate collaborative and integrative team reflecting multiple cultures, perspectives, interests and priorities, coaching and teaching, and the ability to inspire and build confidence in others.

Qualifications

High school diploma and three years of related experience. Post-secondary or university degree in a related field considered an asset; or equivalent as described below.

Equivalency: Directly related experience or education considered on the basis of: one year of experience for one year of education or one year of education for one year of experience. 

Assets: 

• Fluent in English and French.
• Certificate or diploma in office administration or equivalent experience.
• Training or background in budget administration.
• Training or background in computer applications like InDesign Adobe Suite, Adobe Acrobat, Adobe Creative Suite and Microsoft Office.

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

There is one full-time permanent position located in Edmonton, working 36.25 hours per week, Monday to Friday.

Please note: Interviews will be conducted in-person in Edmonton.

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.