Branch Administrator

Role Responsibilities

We are looking for someone who can step into the critical role of keeping an entire branch connected, informed, and running smoothly—from executive scheduling to cross-ministry coordination and operational flow.

Reporting to the Executive Director, this position provides senior administration support services to facilitate the effective operation of the Housing Operations branch. The Branch Administrator coordinates information flow for the Executive Director's office and the branch by liaising extensively with the offices of the Assistant Deputy Minister (ADM) and senior representatives of other Ministry's, government and stakeholder organizations and managing the Executive Director's calendar. The Branch Administrator is the primary link to emerging issues and activities in the Branch and ensures situational awareness and information with Branch leadership and staff.

Our Branch Administrator coordinates the provision of timely responses to correspondence, action and briefing requests, and other operational inquiries, as well as providing financial, grant, contract, human resources, and records administration services essential to branch operations. In addition, the Branch Administrator has the lead role in developing and implementing automated workflow processes that will transform the management of day-to-day operations and records within the branch.

In this position, you will also perform a variety of functions that provide support to the Provincial Housing programs. Reporting to the Executive Director, as the Branch Administrator, you will function within applicable legislation, business plans, policies, guidelines, and standards.

Your responsibilities in this role will include, but will not be limited to:

• Coordinating the Executive Director’s calendar, including meetings, travel, and events, while tracking correspondence, action requests, and follow-ups to ensure timely routing, response, and escalation of urgent issues. Preparing briefing materials, reports, presentations, agendas, and draft correspondence, and responding to internal and external inquiries with accurate information and appropriate direction.
• Developing, maintaining, and improving branch administrative systems and workflows, including records management, digitization, and information organization tools. Supporting operational planning through monitoring budgets, expenditures, forecasts, invoices, expense claims, procurement cards, and contracts, and ensuring accuracy and compliance with policies and procedures.
• Supporting branch operational functions including HR processes such as staffing actions, recruitment, training requests, performance documentation, and timesheets, as well as managing office operations including supplies, IT equipment, accommodation, and vendor coordination.
• Providing guidance and support to administrative staff by assisting with workflow coordination, policy and procedure interpretation, training, and consistency of administrative practices across the branch.
• Supporting the Executive Director and branch leadership through recommendations on administrative and operational matters, coordination of meetings and stakeholder events, participation in committees and initiatives, and maintaining effective communication with internal and external stakeholders.

Role Responsibilities Continued

As our ideal candidate, you will demonstrate:

• Strong organizational and time management skills with the ability to prioritize competing tasks in a fast-paced executive environment.
• Knowledge of basic financial and administrative processes, including invoicing, expense tracking, and processing payments in accordance with established procedures.
• Ability to communicate clearly and professionally, with strong interpersonal skills to support engagement with executive leadership, staff, and cross-ministry partners.
• Ability to work effectively with senior-level stakeholders, exercising discretion, confidentiality, and sound judgement in handling sensitive information.
• Comfortable working in a collaborative, cross-ministry environment while managing multiple priorities and deadlines independently.

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 - Must be able to anticipate, assess, and readily adapt to changing priorities, maintain resilience, and work effectively in changing environments.
• Develop Networks - Proactively builds networks, fosters connections, and establishes trust in relationships with diverse stakeholders.
• Creative Problem Solving - Have the ability to assess options and implications in new ways to achieve outcomes and solutions.
• Develop Self and Others - A commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Qualifications

Required:

• High school diploma and three (3) years of experience in related areas such as Administrative Support, Office Coordination, Secretariat, Executive Assistance, etc.
• 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.
• A cover letter is required along with your application. In your cover letter, please briefly summarize:
  
  • How your professional and/or academic background relates to this role, including your direct and transferable expertise and skills,
  • Reason(s) for interest in this role.
    
    

Assets:

• Experience in senior-level office administration or administrative support, including scheduling, calendar management, correspondence tracking, invoice and expense tracking, and document coordination.
• Experience preparing, tracking, and managing financial documentation and reporting processes.
• Experience supporting or working closely with executive-level leadership.
• Experience coordinating and communicating between multiple organizational levels and 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: Full-time in office – Monday - Friday, 8:15 am - 4:30 pm (36.25/week)

Positions Currently available: One (1) permanent position is available. This job posting might be used to fill similar opportunities in the future as well.

Location: This opportunity is located at 44 Capital Boulevard, 10044 - 108 Street, Edmonton.

Final candidates will be asked to undergo a security screening.

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.
• Leadership and mentorship programs.