Directors Admin Assistant

Role Responsibilities

Reporting to the Director of System Support and Policy Branch the Director’s Administrative Assistant ( is responsible for managing the administrative functions in the branch. The position will provide a range of senior level administrative support functions to ensure the effective functioning of the System Support and Policy Branch.
 

This position is responsible for performing a lead role to coordinate the delivery of administrative support services to the Director.
 

The role of Director’s Admin Assistant performs the following tasks and responsibilities:

• Provides confidential administrative assistance and support to the Director.
• Leads the coordination of assigning and tracking AR requests / Alberta Connects / Ministerial Calls assigned to the business unit.
• Manages and tracks correspondence including letters or emails for the Director's signature.
• Assists with preparing meeting materials, for the Director which may include making travel arrangements, and preparing expense claims for the Director and branch staff, as required.
• Assists the Director by researching files to gather relevant information to coordinate a response on a specific topic. This may include consulting with the Executive Director's office regarding outstanding issues to update and provide information as required.
• Organizes meetings and activities including booking facilities, arranging hosting, sending invitations, preparing handout materials and binders, recording proceedings of meetings, and providing follow-up as necessary.
• Tracks and reports on branch budget expenditure financials, including accrued liabilities and forecasting future branch expenditures.
• Leads the search of relevant files and electronic systems for relevant information for Freedom of Information and Protection of Privacy requests and report on same to Executive Directors office.

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
 

• Systems Thinking-Reviews priorities and current activities of the branch; tracking Action Requests, gathering data, observing patterns and summarizing them.
• Creative Problem Solving- Facilitates the creation of a work environment for generating and finding newer ideas to solve existing and potential problems.
• 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.
• Agility- Possesses an ability to create an adaptable environment and overcome barriers through proactive and flexible approach to work.

Qualifications

High school diploma and three years of related experience.
 

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:
 

• Working knowledge of related Acts, Regulations, polices and an in depth knowledge of the Education Act and Freedom of Information and Protection of Privacy Act.
• Comprehensive and in-depth knowledge of student information and services.
• An in depth understanding of the enterprise database applications, operations, business processes, business rules, data definitions and usage and the roles and responsibilities of a enterprise business systems.
• Working knowledge of the Microsoft office suite skills MS Office (Excel, PowerPoint, Word), Adobe Acrobat, Internet, ARTs, 1GX, etc 
• Excellent consultation and interpersonal skills. 
• Excellent oral and written communication skills. 
• Works independently and takes initiative.

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 position working 36.25 hours per week, Monday to Friday.
 

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

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. 

What we offer:
 

• 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.