Branch Coordinator

Role Responsibilities

As the Branch Coordinator, you will supervise the administrative supports that enable delivery of programs and operations for the Strategic Engagement and Policy Innovation (SEPI) branch. Reporting to the branch Executive Director (ED), you will monitor efficient workflow and quality control for multiple administrative functions and maintains and effective flow of information between the ED’s Office and Branch units. The scope of services includes maintenance of Branch procedures and administration documents; strategic engagement logistics coordination; FOIP and litigation response coordination; and all aspects of branch administration (e.g., HR, finance, 1GX, Bernie). You will liaise with the ADM’s Office as well as other branches of the Department, and with a variety of external stakeholders. The Branch Coordinator implements improved administration processes and raises awareness to the EDs regarding emerging administration issues. Advice and coaching are provided to Branch staff on administrative issues. Existing policies, processes, guidelines and standards, and managerial direction provide the framework in which this position operates.

This role will be responsible for:

Supervise Administrative Operations

• Supervise the operations of the administrative team to effectively support branch programs and services.
• Allocate and monitor work plans and workflows to meet the varying needs of branch units.
• Provide guidance on issue resolution and complex situations.
• Deliver training and coaching to ensure compliance with department and division policies and procedures.
• Review deliverables and provide constructive feedback.
• Participate in recruitment and onboarding of team members.
• Collaborate with staff to complete performance plans and reviews.

Event and Logistics Coordination

• Oversee planning and execution of events in accordance with established guidelines and policies.
• Ensure timelines and requirements are met for multiple external stakeholder engagements.
• Resolve emergent issues and complex logistical challenges.
• Organize and finalize event details for meetings, workshops, and functions, including vendor coordination and technical setup.
• Maintain professional relationships with vendors and facilitators to ensure accessibility and quality.
• Manage hospitality requests, audio/visual orders, and timely invoicing for events.
• Prepare and assemble meeting materials, agendas, and briefing packages.

Role Responsibilities continued,

Executive Support

• Provide administrative support to the Executive Director (ED) to facilitate effective branch operations.
• Update the ED on emerging issues and events for timely resolution.
• Maintain filing systems and records management for the ED’s office.
• Prioritize and review incoming correspondence, highlighting urgent matters.
• Compile background information for inquiries and correspondence.
• Act as liaison between the ED, branch units, and internal/external contacts.
• Draft and proofread correspondence, briefing notes, and reports.

Branch Administration

• Coordinate administrative processes across the branch, including HR, finance, FOIP, and system platforms (1GX, Bernie).
• Serve as the focal point for resolving administrative queries and issues.
• Manage FOIP requests and judicial review holds in collaboration with Justice and Solicitor General.
• Support onboarding of new employees and update staff on policy changes.
• Maintain branch documents such as organizational charts and contact lists.

Action Request Tracking

• Act as Branch ARTS Coordinator to manage and track action requests.
• Ensure timely routing, formatting, and approval of documents in ARTS.
• Monitor deadlines and communicate updates to staff.
• Prepare ARTS documents for ED review and submission to ADMO.

Collaboration and Process Improvement

• Liaise with administrative staff across the department to ensure consistency and efficiency.
• Represent the branch at division or ministry meetings on administrative matters.
• Recommend improvements to administrative processes and implement best practices.
• Provide cover-off for other administrative positions as needed.

Equipment and Facilities Management

• Act as Service Request Coordinator for technical and equipment issues.
• Coordinate maintenance requests for branch assets and workspace.
• Submit and manage WORTS requests for building maintenance.
• Provide guidance to staff on equipment-related queries.

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.

Creative Problem Solving: assesses options and implications in new ways to achieve outcomes and solutions by identifying opportunities to improve administrative processes within existing policies and guidelines, while proactively raising awareness of emerging issues to mitigate potential negative impacts on the branch.

Agility: Anticipates, assesses, and adapts to changing priorities while maintaining resilience in times of uncertainty and effectively working in a dynamic environment by guiding the administrative team to adjust to shifting priorities and tight timelines, and fostering openness to new approaches across the team.

Build Collaborative Environments: Creates a collaborative environment by sharing information openly and identifying ways to support the administrative team in accomplishing their work, while considering and respecting the impact of different options before acting.

Qualifications

High school diploma and three years of related experience. Equivalencies may be considered as described below.

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:

• Administrative support experience 
• Budget and Financial Management

Assets:

• Proficiency using the Action Request Tracking System (ARTS) to manage and track executive correspondence and briefing materials.
• Familiarity with handling sensitive government documents in compliance with privacy and security standards.
• Has experience and the ability to prioritize and handle multiple tasks efficiently in a fast-paced environment.
• In-depth knowledge or experience of Indigenous history, governance, organizations, and cultures, particularly those relevant to Alberta’s First Nations and Métis communities.

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:

• Edmonton

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 a modified work schedule agreement.
• Leadership and mentorship programs.