Program Coordinator

Role Responsibilities

The Facility Evaluation Unit is the ministry's centre of excellence and technical expertise in facility assessment and building condition information for provincially owned and supported buildings. The Unit implements the Facility Evaluation Program (FEP), which significantly contributes to quality and value for investment in facilities that are owned or supported by the Government of Alberta (health facilities, schools, post-secondary institutions, seniors, and government facilities). The Units ensures that consultants, processes and information systems support the collection of quality information at the building level and that the GoA realizes value from the Facility Evaluation Program.

The Program Coordinator is responsible for program-level coordination and monitoring of the evaluation planning processes and schedules; procurement and administration for consultant contracts; and supporting effective data and file management systems for the program. The Program Coordinator is also a primary point of contact for program stakeholders (e.g., other departments; consultants conducting facility evaluations) to respond to a variety of program-related queries.

Key responsibilities for the Program Coordinator include but are not limited to: 

• Participating in program business and system process reviews, highlighting areas for improvement based on ongoing program activities.
• Developing and synthesizing reports and responses to program queries including development of priority decision-making identifying based on monitoring ongoing projects.
• Assembling draft listings of facilities, scheduled for evaluation, for each client Ministry, and prepare budget estimates for each facility on the listings in compliance with program budget.
• Developing and maintaining tracking sheets for up-to-date budget and progress tracking (including invoicing and change order management, as well as schedules and work completed to date).
• Compiling requests and schedule facility evaluation assignments, including management of database access, and file extracts.
• Tracking the status of all database exports for approved scheduled facility evaluations, raising awareness to, and coordinating the response to, timelines or deliverables that are off project schedules.
• Ensure records are stored according to Government of Alberta records retention policies and best practices.

The successful candidate will have:

• Critical thinking to interpret program requirements and objectives when responding to inquiries and in problem-solving.
• Organizational skills and ability to establish priorities.
• Advanced written, verbal communication skills with different audiences.
• Interpersonal skills to interact with department staff and consultants, communicating clearly and effectively.
• Decision making skills to recommend alternatives and solutions in dealing with problematic matters that may arise.
• Editing, attention to detail, and proof-reading skills to provide quality control and assurance for contracts and related project planning / management documents.

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: Observes and understands larger impact of role.
• Creative Problem Solving: Focuses on continuous improvement and increasing breadth of insight.
• Agility: Works in a changing environment and takes initiative to change.

Qualifications

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.

Required:

• Bachelor’s Degree in Arts, Science or related discipline. 

Equivalency: Related experience or education (e.g., related diploma) may be considered as an equivalency on a one-for-one basis.

Assets:

• Contract management and program monitoring experience is an asset.
• Intermediate to advanced computer software and application skills including MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat, SharePoint, Excel, database system, project management tools.
• Working knowledge of existing budget development and reporting processes.
• Working knowledge of procurement and contracting processes.
• Knowledge of the Facility Evaluation Program policy, goals, and priorities and how it is connected to other related department programs and business priorities.

Notes

This position is a Permanent, Full Time role with the standard weekly work hours of 36.25, Monday to Friday (8:15 am – 4:30 pm).

Location: Edmonton, AB

Applicants are required to provide a cover letter and resume summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

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.
• 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.
• Leadership and mentorship programs.