Coordinator, Agency Appointments

Role Responsibilities

The Public Agency and System Governance unit is responsible for leading a corporate approach to agency governance and processes to all of the agencies, boards, and commissions (ABCs) accountable to the Minister of Advanced Education. This position contributes significantly to the development and enhancement of systems and procedures to support board appointment reporting and processes designed to support all appointment activities and serves as a Ministry administrator for the Board Management System (BMS, a Customer Relationship Management (CRM) environment tool) and Public Agency Database (PAD). The Coordinator is responsible for providing consultation, expertise, and guidance across the Ministry regarding board appointment processes to ensure the Ministry ABC appointments are filled in accordance with policies and legislation.
 

Responsibilities:
 

1. Guide appointment processes and coordinate appointment packages to agencies under the jurisdiction of the Minister of Advanced Education in an accurate and timely manner and in accordance with applicable legislation, directives, policies and procedures. 
 

• Provide advice and guidance for appointment processes to ensure activities are completed within required timeframes and with required approvals. 
• Prepares briefing material on process improvements, recommendations to Minister or Deputy Ministers Office and proposed legislative changes related to appointments and/or terms.
• Draft and prepare Recommendations for Orders in Council and Ministerial Orders for the appointment of individuals to agencies under the jurisdiction of the Minister.
• Draft Ministerial letters respecting appointment of agency members for the Minister and Ministerial thank-you letters to retiring members.

2. Manage information for tracking, reporting, and briefing various levels of leadership regarding agency recruitments and appointments. 
 

• Enter relevant data such as MO/OC list, board composition count, additional member history into BMS and internal trackers.  
• Prepare accurate records and reports regarding agency appointments (e.g., expiry status, current and upcoming vacancies, appointment activity reports and activity statistics). 
• Maintain data in branch databases (e.g., BMS, ITS), reviewing and auditing data to ensure data integrity. 
• Develop and present regular and ad hoc reports using BMS and PAD. 
• Ensure comprehensive records pertaining to Ministry agency appointments are in alignment with existing records management program requirements.

Role Responsibilities (Continued)

3. Supports the PSC-Public Agency Secretariat's Centralized Recruitment processes and guidelines for any recruitment or direct appointment processes for agencies under the jurisdiction of the Minister of Advanced Education and in accordance with applicable legislation such as the Alberta Public Agencies Governance Act (APAGA), and other Public Agency Secretariat (PAS) directives and guidelines, department policies and procedures. 
 

• Ensures that PAS receives documentation in an accurate, timely and coordinated manner. 
• Liaise with agency contacts to ensure quality and rigor of appointment packages. 
• Conduct preliminary screening of proposed appointees to assess core competencies and provide summary to Minister's Office and Deputy Minister's Office to raise any potential concerns with the proposed appointment. 
• Identify and resolve conflicts or problems as they occur and inform Manager if escalated.
• Monitor any board recruitment file statuses and progress to ensure timely appointment package follows the recruitment process.
• Works with Executive Search to ensure timely Conflict of Interest declarations are obtained for all new appointees.

​​​​​​4. Support Manager, branch and colleagues in achieving branch outcomes. 
 

• Recommend operational process changes to the board appointment processes. 
• Proactively present briefings on recommended legislative changes to enhance or support effective and timely appointments. 
• Provide orientation and training to branch administrative staff members designated to back-up or assist in the public agency governance and board recruitment and appointment functions. 
• Support and cover off, where necessary, agency compensation team initiatives, such as preparing briefings, presentations or reports. 
• Conducts assessment of annual board remuneration data from PSCTA disclosures for the purpose of maintaining Cabinet appointment document on board composition and remuneration. 
• Respond to queries related to appointments. 
• Coordinate the completion of Action Requests related to appointment packages.

​​​​​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.

The link below will assist you with understanding competencies: https://www.alberta.ca/assets/documents/psc-alberta-public-service-competency-model.pdf.

Critical Competencies: 

• Systems Thinking - Must be aware of appointment decisions, timing and processes impact on board composition and ability to function. goals. 
   
• Creative Problem Solving - Developing enhanced processes and proactive reporting support long term appointment planning. 
   
• Agility - Appointments are processed efficiently and effectively. Awareness of historical appointments and learnings to support future initiatives and reporting. 
   
• Drive for Results - Work priorities are constantly changing and can be effective by multiple stakeholders. Adhoc reporting and briefings are needed regularly; will extract statistics from current and past activities to inform decision makers.
   
• Build Collaborative Environments - Relationships are built and maintained with many primary board contacts (PSI Network) and internal stakeholders (Legislative Counsel, Ministerial Correspondence Unit (MCU), and MO) each with differing priorities; shares options and consults regularly to ensure open communication and shared learnings occur. 

Qualifications

Requirements: 

One year certificate in Public or Business Administration or a related field and a minimum of two years’ related experience. Related experience or education may be considered as an equivalency. 
 

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:

• Experience working with governance frameworks, legislation, and policies related to board appointments.  
• Prior experience with processing or supporting board appointments, agency recruitment strategies, and appointment policies, directives, and procedures. 
• Experience with implementing and reviewing administrative policies, guidelines, systems, and processes.  
• Experience with drafting, reviewing and/or assembling legal documents and packages. 
• Editing, proofreading and attention to detail.  
• Organization and time management skills. 

The scope of work for this position spans all agencies in Alberta under the jurisdiction of the Minister of Advanced Education. The incumbent ensures that assigned activities are carried out in accordance with relevant legislation, directives, the Alberta Public Agencies Governance Act principles, and associated Ministry policies and procedures. There are multiple types of appointments to be made for agencies (e.g. chairs, public members, and non-public members). Each type has its own governing legislation, processes, and requirements. The incumbent must be sure to apply the correct process to each appointment. The work directly impacts the appointment of members to public agencies by ensuring that a standard process has been followed, with appropriate documentation. 

Complexity in this role is due to the increased scrutiny and rigor by government as a whole around the appointment processes, the variety of processes that are used depending on the legislation that governs different types of appointments, and the time sensitivities that must be met so that there are no gaps or overlaps in appointments. The Coordinator must be able to identify and apply the correct process and produce or coordinate the various documents and steps that are required. Excellent judgement and respect for confidentiality of information is critical, as is the ability to prioritize issues and workload under the pressure of multiple deadlines and tight timeframes. 

Notes

This competition is for a position based in Edmonton, offering a work schedule of Monday to Friday, totaling 36.25 hours per week.

Candidates are encouraged to submit a resumes and cover letters that succinctly demonstrate their qualifications against the job requirements, including education, experience, and relevant competencies. It's important for applicants to ensure their resume and cover letter clearly articulate how their past work experiences align with the role's qualifications and needs. 

Resumes must include precise employment dates (month and year) to assist in assessing written communication skills and attention to detail.

The final candidates for this position will be asked to undergo an academic check, references, provide a suitable security screening and may be asked to complete a written exercise and/or assessment. 

This competition may be used to fill future vacancies across the government of Alberta, at equal or lower classification and salary.

For more information on the Government of Alberta hiring process, view this link: https://www.alberta.ca/recruitment-principles

Links and information on what the GOA have to offer to prospective employees: 
 

• Working for the Alberta Public Service – https://www.alberta.ca/about-the-alberta-public-service 
• Pension plans: Public Service Pension Plan (PSPP) – https://www.pspp.ca 
• Leadership and mentorship programs 
• Professional learning and development - https://www.alberta.ca/alberta-public-service-human-resource-directives
• 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 agreements. 
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca