Business Operation Coordinator

Role Responsibilities

The Business Operations Coordinator is a key member of the team and will be responsible for coordinating activities to ensure efficient and effective operations within the unit, providing critical support to the Unit Director and the team of licensing processors and investigators. This position plays a key role in ensuring compliance monitoring processes remain progressive, equitable, and efficient across the organization. The successful candidate will provide vital support in managing compliance activities, liaising with internal and external stakeholders, and ensuring that all accommodations are treated consistently and in line with legislated standards.

The job responsibilities include:
Compliance Monitoring & Reporting:

• Ensure compliance monitoring processes are progressive and equitable for all accommodations.
• Maintain confidentiality on sensitive issues, including politically sensitive materials.
• Review accommodation files to identify non-compliance and ensure administrative procedures are followed.
• Assess accommodation files for legislative concerns and prepare briefing materials for senior leadership.
• Monitor daily operations, address issues, and propose solutions to ensure business objectives and compliance requirements are met.

Stakeholder Liaison & Communication:

• Provide accurate and timely information on compliance activities, including forecasts and status updates.
• Serve as a resource and liaison for internal and external stakeholders on compliance matters.
• Manage operational plans, guide work teams, and ensure efficient resource utilization.
• Prepare and send compliance reports, letters, and other correspondence to accommodation operators and stakeholders.
• Coordinate meetings, prepare agendas, take minutes, and follow up on necessary actions.
• Attend appeal hearings in coordination with branch staff.

Documentation & Compliance Management:

• Document process timelines and compliance events and prepare detailed reports for leadership.
• Develop and maintain packages related to accommodation compliance monitoring and appeals.
• Monitor the compliance history and identify non-compliance for corrective action.
• Collaborate with managers to resolve administrative issues related to consistent policy and standards application.
• Develop and update unit policies and procedures, ensuring they align with branch goals.

Role Responsibilities continued

Policy & Procedure Management:

• Independently manage unit policies and procedures, ensuring they are up-to-date and aligned with Ministry protocols.
• Develop and maintain records management systems to ensure proper storage and access to compliance-related documents.
• Support the creation and communication of policy updates to the team.

Administrative Support:

• Provide administrative support to the Director, including scheduling, task prioritization, and travel arrangements.
• Manage incoming correspondence, prioritize tasks, and track deadlines to ensure timely responses.
• Manage logistics for fleet vehicles, including record-keeping, monthly expenditures, and scheduling maintenance.

Additional Administrative Responsibilities:

• Develop and implement operational procedures for IT staffing, procurement, and organizational operations.
• Maintain records in accordance with records management agreements to support business needs.

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:

• Engage with the community and resources at hand to address complex issues.
• Seek out diverse perspectives to identify root causes and develop innovative solutions.
• Collaborate across departments to solve problems by utilizing available resources and expertise.
• Encourage idea generation, foster debate, and consider risks when tackling challenges.

Agility:

• Lead efforts to identify and manage necessary changes and associated risks.
• Proactively communicate the impact of changes to all stakeholders.
• Anticipate and address emotional responses to change, ensuring smooth transitions.
• Stay focused on goals despite obstacles, and make decisions with confidence, even in uncertain situations.
• Develop and execute backup plans to minimize risks.

Building Collaborative Environments:

• Foster collaboration across different functional areas to enhance project outcomes.
• Break down barriers to progress and encourage creative thinking.
• Facilitate communication, collaboration, and conflict resolution across teams.
• Recognize and celebrate contributions from others to promote a culture of collaboration.

Drive for Results:

• Set ambitious goals and plan based on past experiences, aiming to exceed expectations.
• Hold yourself and others accountable for achieving results.
• Work in partnership with cross-functional teams to drive success and achieve organizational objectives.
• Constantly strive to surpass expectations and push the boundaries of what is possible.

Qualifications

Minimum Recruitment Standards
Two-year diploma in Public Administration plus five years progressively responsible related experience; or equivalent as described.

Equivalency: Directly related experience or education considered on the basis of: 
1 year of experience for 1 year of education; or
1 year of education for 1 year of experience.

The following experience is required: 

• Strong knowledge of operations management and organizational behavior.
• Experience with regulatory licensing and compliance monitoring.
• Extensive knowledge of databases, computer programs, including use of word processing and spreadsheet software.
• Knowledge of inspection program criteria and associated Acts, Regulations, and Standards.
• A strong ability to communicate verbally as well as in writing to help convince accommodations stakeholders of compliance to legislation and to imposed operating conditions.
• Well developed organizational and time management skills to ensure stakeholders are dealt with in a timely and accurate manner, and that events are documented to ensure that due process is followed in accordance with the legislation or branch policies.
• Strong ability to work in a team environment to ensure goals and objectives are met.

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

Full-time temporary position until March 31, 2026, working 36.25 hours per week.

Candidates with lesser qualifications may be considered at a lower classification and salary. This competition may be used to fill future roles at the same or lower classifications.

The final candidates may be required to undergo pre-employment checks (Reference check/Criminal record and/or academic).

A cover letter outlining how your experience relates to the qualifications outlined in this job ad is required. 

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

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