Divisional Coordination and Issue Manager

Role Responsibilities

The Divisional Coordination and Issues Manager reports directly to the Assistant Deputy Minister of the newly formed Indigenous Health division and is responsible for the operational activities within the Assistant Deputy Minister’s Office (A-DMO) and for providing strategic and issues management support. This position plays a critical role in establishing, implementing and monitoring effective communications and information management processes to ensure the Assistant Deputy Minister is briefed on emerging issues and that pertinent information is communicated to the Deputy Minister’s Office and affected divisions.

Responsibilities for the position include assessing issues and decision items, assessing their nature and priority, and taking appropriate action to ensure that inquiries are addressed in a timely, accurate and coordinated manner: 
Information Management and Coordination

• Establish, implement, integrate and monitor effective communication and information management processes to manage the flow of information, inquiries and decision-making items that are received in the A-DMO while ensuring items are routed and addressed.
• Liaise across the ministry to ensure that internal communications are appropriate and are meeting the needs of the division.
• Review and coordinate approval of briefing materials and A-DM/DM/Minister correspondence from the division.
• Manage Senior Leadership Team (SLT) meetings: coordinate with Executive Directors to develop the content for SLT meetings, ensuring critical conversations occur in a timely fashion to deliver on division goals and ministry priorities.

Issues Management

• Provide professional support and assistance to the ADM to ensure that the DM and Minister are briefed on current and emerging issues.
• Work with department ADMOs to ensure division heads are kept apprised of issues affecting their respective areas and develop options/alternatives for A-DM’s consideration, as needed.
• Work with the Communications Branch to ensure all messages and communications on division initiatives are consistent and aligned with broader government priorities.
• Promote information sharing, relationship building and coordination of issues management staff across the department (ex. Intergovernmental relations).
• Collaborate with other departments or agencies on current and emerging issues.

Tracking and Reporting

• Responsible for weekly, bi-weekly and ad hoc reporting on priority initiatives and issues for the ADMO, reporting up to the DMO.
• Oversees the annual planning calendar, weekly policy/legislation internal tracker and other planning documentation.
• Tracks and reports on division priorities and relationships to the DMO.

Leadership

• Supervises the staff in the ADMO (executive support and operations manager) to ensure the ADMO is operating effectively and efficiently.
• Works closely with issues managers to proactively identify emerging issues; monitor strategic initiatives/key projects; ensure briefing materials are received and approval processes are consistently followed.

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

Agility - Sees the need and readily helps others on the team; anticipates change and adapts behavior, accordingly, is nimble and open to changes; takes advantage of opportunities to improve program development and implementation processes.

Build Collaborative Environments - Creates opportunities for project teams and stakeholders to share information; respects others' point-of-view, encourages or facilitates conflict resolution, recognizes performance of all groups involved.

Drive for Results - Sets and accomplishes goals and priorities, factors in complexity of issues and aligns plans based on government direction, removes barriers to collaboration, provides informed advice.

Develop Networks - Builds relationships by following through on commitments, demonstrating integrity and respect for others; informs key stakeholders of relevant information in a timely manner; seeks and applies the perspectives as well as needs of colleagues and stakeholders.

Systems Thinking - Considers inter-relationships among initiatives and relates to department priority and expected project outcomes; integrates emerging trends; considers implications of different options when making decisions; thinks broadly about programs to consider how changes will be integrated and transitioned into existing operations.

Qualifications

Minimum Recruitment Standards
University graduation in a related field such as social sciences, business, or public administration is required. A minimum four years of related experience in a leadership role with proven success in formulating policy, managing complex issues, project management experience and experience in a diverse multi-stakeholder environment. Related experience or education may be considered as an equivalency on a one for one basis.

The following experience is required: 

• Strategic thinking skills to identify and manage complex issues and relationship and to develop innovative solutions.
• Leadership and relationship management skills to maintain positive relationships and high levels of credibility with senior Ministry and government representatives and officials with varied, complex and often conflicting expectations and perspectives.
• Interpersonal, facilitation and consultation skills to build partnerships; address sensitives and/or controversial situations; negotiate agreement and commitment to action; and convince others of merits of proposals and initiatives.
• Conflict management, mediation and problem resolution skills.
• Analytical and problem-solving skills, including the ability to critically analyze issues, manage and integrate information, and recommend viable and effective solutions.
• Written and verbal communication skills to develop and present information appropriately for varied audiences and ensure the quality of complex and sensitive briefings, strategies and correspondence.
• Organizational skills to constantly prioritize activities, issues and multiple demands.
• Project planning and management skills, including the ability to manage complex information flow and assignments in a multi-faceted and fast-paced environment.
• Ability to remain continually sensitive to the political and societal context in which key division and Ministry outcomes are to be achieved.
• Commitment to diplomacy, teamwork, best practices and continuous improvement.
• Knowledge about Indigenous, First Nation, Métis and Inuit organizations, communities, governance, engagement, and culture.
   

The following are considered assets: 

• Identifies, analyzes and manages significant issues related to the Ministry’s operations.
• Scans the environment for issues while modeling flexibility and adaptability and developing operational processes that maximized efficiency. 
• Sensitivity and the ability to balance conflicting priorities and interests.

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 a full-time position 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).

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.

What we offer:

• Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Management Employees Pension Plan (MEPP) - https://www.mepp.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 agreements.
• Leadership and mentorship programs.