Institute Liaison

Role Responsibilities

Reporting to the Regional Office Manager, this position coordinates the administration, security, scheduling, invigilation, and delivery of examinations for apprentices, trade qualifiers, and students in pre-employment, certificate, diploma, and competency-based training programs. The Examination/Liaison Officer serves as a key point of contact for examination-related matters, supports training providers and internal staff, and helps ensure examinations are delivered consistently, securely, and efficiently across regional office and campus locations.

• Examination Coordination: Coordinate examinations at regional office, campus, recognized training, and off-site locations for apprentices, trade qualifiers, and eligible program students.
• Scheduling and Logistics: Analyze registration information, schedule appropriate examinations, confirm room configuration and seating plans, arrange invigilators, and coordinate exam transportation and materials.
• Exam Security and Integrity: Maintain examination inventory, safeguard examination materials, investigate security concerns, and ensure consistent procedures are followed at all examination locations.
• Invigilation and On-Site Supervision: Invigilate examinations, act as an on-site supervisor when required, explain procedures to candidates, resolve on-site issues, and ensure examinations are administered fairly and consistently.
• Training and Support for Invigilators: Train field officers and staff in examination supervisory responsibilities and provide guidance to promote consistent practices across examination dates and locations.
• Supplemental Examination Administration: Verify eligibility, schedule supplemental examinations, ensure required materials are available, and arrange or provide invigilation for eligible apprentices and journeypersons.
• Accommodation Support: Review accommodation documentation, determine appropriate support, and arrange required accommodations for candidates with special requirements.
• Institute and Stakeholder Liaison: Establish and maintain effective relationships with training providers, campus staff, program areas, apprentices, journeypersons, employers, and other stakeholders to support examination delivery and apprenticeship program implementation.
• Client Guidance and Issue Resolution: Respond to examination-related inquiries, provide guidance on procedures and options, counsel apprentices and journeypersons where appropriate, and use conflict mitigation strategies to address concerns.
• Competency-Based Examination Delivery: Schedule, invigilate, mark, and communicate results for competency-based practical examinations, including advising unsuccessful candidates on available options.
• Program Feedback and Continuous Improvement: Provide feedback to program development and divisional staff on examination impacts, emerging issues, question concerns, process improvements, and risks affecting consistent provincial examination administration.

The Job Description is provided for Further details on 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 following APS competencies are important for success in this role:

• Agility: Adapts to changing examination schedules, campus requirements, accommodation needs, security concerns, and emerging operational issues while remaining calm, responsive, and solutions-focused.
• Build Collaborative Environments: Works collaboratively with training providers, campus staff, field officers, apprentices, journeypersons, employers, and internal program areas to support consistent and effective examination delivery.
• Systems Thinking: Understands how examination administration, technical training delivery, program standards, client outcomes, and provincial consistency are connected across Alberta’s apprenticeship and industry training system.
• Drive for Results: Takes ownership of examination coordination, security, invigilation, supplemental exams, competency-based assessments, and issue resolution to ensure eligible candidates can complete examinations accurately, securely, and on time.

Qualifications

Depending on the discipline:

• Journeyperson level certification and 5 years related experience at the Journeyperson level; or
• Two Journeyperson level certifications and 3 years related experience at the Journeyperson level; or
• Alberta Occupational Certificate and 8 years related experience; or related diploma and 5 years related experience; or
• Related degree and 3 years related experience.

Required Skills

• Strong organizational and coordination skills to schedule examinations, confirm logistics, coordinate materials, arrange invigilators, and support timely examination delivery.
• Ability to maintain examination security, follow established procedures, manage confidential materials, and respond appropriately to security concerns or irregularities.
• Strong client service and communication skills to respond to inquiries, explain examination procedures, provide clear information, and support apprentices, journeypersons, students, and members of the public.
• Ability to assess issues, apply sound judgment, and use conflict mitigation strategies when resolving examination-related concerns, complaints, accommodation matters, or urgent operational problems.
• Experience working with post-secondary institutions, campus representatives, registrars’ offices, instructors, facilities teams, security staff, or other external service partners.
• Ability to interpret and apply legislation, regulations, policies, program requirements, and examination procedures consistently in a high-volume operational environment.
• Ability to work collaboratively with internal staff, field consultants, training providers, and campus contacts to support consistent examination administration across locations.

Assets

• Experience administering, coordinating, invigilating, or supporting examinations in an educational, regulatory, certification, apprenticeship, trades, or testing environment.
• Knowledge of Alberta’s apprenticeship and industry training system, including apprentices, journeypersons, trade qualifiers, technical training providers, and competency-based assessment processes.
• Experience using information systems or databases to review registrations, verify eligibility, track examination information, maintain records, or support scheduling and reporting.
• Experience supporting special accommodations, accessibility requirements, practical assessments, or candidate support services in a training, education, examination, or certification setting.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

This is a permanent, full-time position working 36.25 hours per week, Monday to Friday.

Final candidates may 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.

Links and information on what we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP)  
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.