Divisional Coordinator and Issues Manager

Role Responsibilities

We are seeking a highly skilled and Divisional Coordinator and Issues Manager to play a pivotal role in supporting the Assistant Deputy Minister in managing critical issues, driving divisional planning, and ensuring smooth operations within the Division. This role requires an individual who can navigate complex, high-stakes situations with professionalism, manage communication strategies effectively, and provide leadership in a fast-paced environment. The successful candidate will act as a key liaison, working with internal teams, senior leadership, and external stakeholders to ensure the Division’s strategic goals and priorities are met.

1. Strategic Oversight: Issues and Relationship Management

• Oversee and manage a comprehensive system to respond to urgent, ongoing, and emergent issues, requests, briefings, and special projects.
• Establish and maintain effective relationships with key stakeholders, including the Minister’s Office, Deputy Minister’s Office, Senior Assistant Deputy Minister’s Office, senior staff, and Ministry partners.
• Facilitate communication between the Senior Assistant Deputy Minister’s Office, Deputy Minister's Office, Minister's Office, and other ADM offices, resolving issues efficiently.
• Monitor strategic initiatives, key projects, and the delivery of services to identify and assess critical issues requiring ADM attention.
• Act as the primary point of contact and broker for issues between senior leadership and external partners, ensuring timely resolutions.
• Provide advice and support to the ADM, keeping them informed of political, operational, and technological changes.

2. Divisional Management, Planning, and Support

• Support senior leadership in achieving divisional mandates, goals, and operations.
• Participate in the Divisional leadership team and contribute to strategic direction and planning, ensuring alignment with Ministry and government priorities.
• Facilitate consultation and collaboration across the Division to ensure effective integration of perspectives and priorities.
• Manage special projects and initiatives, contributing to research, responses, and project deliverables.
• Attend meetings with the ADM, provide input, summarize discussions, and recommend strategies to resolve emerging issues.
• Prepare background information, presentation materials, and speaking notes for the ADM, as necessary.

3. Communication and Information Management

• Develop and implement comprehensive communication strategies to enhance information flow within the Division and externally.
• Collaborate with the Ministry Coordination and Issues Management team, ensuring timely responses to urgent inquiries and requests.
• Manage and coordinate the preparation of briefings, background materials, and speaking notes for Executive Team meetings and senior leadership briefings.
• Respond to sensitive inquiries, coordinating follow-up actions and ensuring issues are addressed efficiently.
• Provide leadership and support to ensure timely and coordinated execution of assignments across the Division.

Role Responsibilities continued

4. ADM Office Operations

• Coordinate the day-to-day operations of the ADM's Office, ensuring efficiency and effectiveness in managing ongoing activities and initiatives.
• Keep the ADM informed of the status of key initiatives and the general administration of the Division.

5. Action Requests (AR), Briefings, and Correspondence

• Review and ensure the accuracy and alignment of Action Requests (ARs) and correspondence with Ministry policy.
• Prepare briefings, reports, and correspondence for the ADM/DM/MO signature, ensuring strategic positioning and tone are appropriate.

6. Contract and Grant Management

• Review contracts and ensure they adhere to Ministry and legislative requirements, ensuring sound contract and grant management practices.
• Liaise with Finance, Legal, and other relevant departments to address contentious issues, ensuring compliance with policies and procedures.

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

Systems Thinking:

• Plan and assess how current situations are influenced by broader trends and the political environment.
• Integrate organizational issues and risks when considering potential actions.
• Contribute to the company’s vision and goals through strategic planning.
• Address behaviors that challenge progress and actively support resolution.

Build Collaborative Environments:

• Work closely with a wide range of stakeholders to achieve shared outcomes.
• Actively involve stakeholders, sharing resources and insights to support mutual success.
• Resolve conflicts positively, utilizing coaching and facilitated discussions.
• Motivate, guide, and inspire others by acknowledging diverse perspectives and promoting unity.

Creative Problem Solving:

• Use a wide array of techniques to break down complex problems.
• Encourage creative thinking by fostering an open environment where all ideas are valued.
• Bring together the right people to collaborate and find innovative solutions.
• Identify new opportunities and solutions that will propel the organization forward.

Develop Networks:

• Build and maintain impactful relationships with a variety of stakeholders.
• Ensure the needs of all groups are represented, heard, and understood.
• Go above and beyond to meet stakeholder needs, fostering a culture of inclusivity.
• Ensure diverse perspectives and needs are integrated into decision-making processes.

Qualifications

Minimum Recruitment Standards
University graduation in a field related to public sector and health care system, supplemented by four years of experience working at executive offices and management positions.

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.

The following experience is required: 

• Knowledge of department/government planning processes and requirements.
• Knowledge of Minister and Deputy Minister correspondence guidelines.
• Knowledge of political, societal, and executive decision-making environment in which the Division and Ministry operate.
• Knowledge of business/operational planning processes to maximize the Division outcomes (deliverables) and continually develop and implement innovative processes to maximize effectiveness and efficiencies.

The following are considered assets: 

• Knowledge of fiscal planning and forecasting cycle/processes.
• Knowledge of various department/government acts and regulations.
• Understanding of the Division’s strategy, policies, and organizational structure.
• Knowledge of provincial political system.

The following experience will be given preference:

• Experience in working at Alberta Health.

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. 

If a security screening is required:

• Final candidates will be required to undergo a security screening.
• 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.

A cover letter outlining how your experience relates to the qualifications of this role 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
• 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 agreement
• Leadership and mentorship programs