Business Support Specialist

Role Responsibilities

The Business Support Specialist position falls within the Private Career College & Student Aid (PCC&SA) division of Advanced Education and directly works within the Student Aid/Program Accountability Scholarships and Oversight (PASO) unit and Business Advisory Services & External Relations team, the main responsibilities of the Business Support Specialist are (but not limited to): 
 

• Works collaboratively with the Senior Business Advisor to coordinate  procurement activities within the PCC&SA division. Coordination activities include contract and grant life cycle from development to execution. As well as issuing payment of agreements, to coordinating activities of the supply chain management processes in 1GX systems. The Specialist supports the team to correspond with post-secondary stakeholders and external vendors, respond to FOIP requests for the branch, all to ensure appropriate compliance to Government of Alberta (GOA) standards, best practices, applicable legislation. 
• Participates on the PASO Working Group to execute the full administration of Advanced Education/Student Aid’s complex suite of awards and scholarships grant agreement programs to external organizations. The Specialist will prepare associated grant agreements, payment memos, tracking reports, forecasts and other reports.   
• Corresponds with post-secondary institutions, external organizations, vendors and the Ministry's DMO and ADMO to respond to questions about the administration of various contract and grant agreements to support full procurement and contract and grant execution. 
• Prepare various documents in consultation with the Senior Business Advisor and Contract Managers, to support various procurement projects, with a focus of the Branch's scholarship program.
• Work collaboratively with the Branch’s Scholarships team as well as the Designations team.
• Work closely with the Branch’s Program Financial Support team.
• Work collaboratively with AE Corporate Contracting to ensure contracts are properly updated in 1GX, including upload of CIS form, creating and maintaining contract Purchase Orders, year-end updates and commitment reporting are completed, and contract term close-out in 1GX.  
• Ensure accurate records, contract/grant tracking tools and supporting documentation are maintained to assist the Senior Business Advisor or Manager with drafting responses to internal stakeholders inquiries including planned and/or ad-hoc reporting. 
• Liaise and maintain collaborative internal relationships with key partners, including Corporate Contracts and Grants team, Legal Services, Financial Services, Contract Managers, branch managers and other staff. 

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

• Drive for Results - Facilitates the creation of plans and strategies based in previous experience and works in collaboration with other stakeholder groups to meet and exceed expectations. 
   
• Creative Problem Solving - Facilitates the creation of a work environment for generating and finding newer ideas to solve existing and potential problems. 
   
• Agility - Possesses an ability to create an adaptable environment and overcome barriers through proactive and flexible approach to work. 

Qualifications

Requirement:
 

• Two-year diploma in a related field; no experience required; or equivalent 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

Assets:  
 

• Previous experience working in a provincial/federal government would be a strong asset
• Advanced working knowledge of the 1GX Supply Chain Management and Finance
• Knowledge of current GOA and Ministry requirements to support all types of procurement
• Previous experience or understanding of Contract Review Committee concept and purpose
• Understanding of Share Point
• Understanding of the records management principals
• Understanding of Trade Agreements
• Willingness to achieve training in GOA procurement, contracts, grants and/or scholarships
• Understanding of Delegation of Signing Authority for Agreements and Grants
• Understanding of Freedom of Information and Protection of Privacy (FOIP) Act
• Understanding of Administrative Records Disposition Authority (ARDA)
• Understanding of Action Request Tracking System (ARTS)
• Understanding of Code of Conduct and Ethics for the Public Service of Alberta

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

This is (1) permanent, full-time positions working 36.25 hours per week, Monday to Friday.

This position is based in Edmonton. We require you to attach a Cover Letter with application explaining your qualifications and suitability for this role.

The final candidate for this position will be asked to undergo pre-employment checks (including a criminal record check). 

Links and information on what the GoA has 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