Program/Office Coordinator

Role Responsibilities

Reporting to the Manager, Out‑of‑Province / Out‑of‑Country Special Programs, the Program / Office Coordinator provides comprehensive administrative and coordination support within a complex, high‑volume, and highly regulated health services environment.

Key responsibilities include:

•    Providing senior level administrative, clerical, and office coordination support to program leadership and operational teams.
•    Coordinating correspondence, tracking deliverables, maintaining records, and supporting document management in compliance with FOIP, the Health Information Act, and Government of Alberta standards.
•    Preparing, proofreading, formatting, and distributing correspondence, briefing materials, spreadsheets, and reports.
•    Coordinating meetings, agendas, logistics, and follow‑up actions involving physicians, committee members, internal stakeholders, and external partners.
•    Supporting financial and administrative processes, including invoice tracking, accruals, contract documentation, and procurement coordination.
•    Serving as a primary point of contact for inquiries, exercising discretion and sound judgment when handling sensitive or confidential information.
•    Maintaining accurate data across multiple systems and tracking tools.
•    Identifying opportunities to improve administrative processes, workflows, and team effectiveness.

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: Understands how administrative, financial, and coordination activities support broader program and committee functions within PPHS. Recognizes linkages between legislation, policy requirements, operational processes, and stakeholder roles when managing records, correspondence, and information. Anticipates downstream impacts of scheduling, documentation, and data integrity on decision making, service delivery, and compliance obligations.
•    Drive for Results: Demonstrates accountability for delivering accurate, timely, and high quality administrative support in a fast paced and highly regulated environment. Effectively prioritizes competing demands, meets deadlines, and follows through on tasks to support program operations, committee workflows, and leadership requirements. Maintains attention to detail and consistency while managing high volumes of work and shifting priorities.
•    Creative Problem Solving: Identifies and resolves administrative and operational challenges by assessing issues, gathering relevant information, and applying practical, solution focused judgment. Responds to unexpected changes, urgent requests, or missing information by adapting processes and proposing workable options that align with policies, procedures, and service standards. Demonstrates sound discretion when addressing sensitive matters and confidential information.
•    Build Collaborative Relationships: Builds positive, professional working relationships with internal colleagues, physicians, committee members, and external stakeholders. Communicates clearly and respectfully, shares information appropriately, and contributes to a cooperative team environment. Supports collaboration by coordinating logistics, facilitating information flow, and responding to inquiries in a timely, service‑oriented manner.
•    Develop Self and Others: Demonstrates a commitment to continuous learning and professional growth by seeking feedback, expanding knowledge of policies and systems, and strengthening administrative skills. Shares information, tools, and best practices with colleagues to support team effectiveness. Contributes to a positive, respectful workplace culture by modelling professionalism, reliability, and accountability.

Qualifications

High school diploma and four years of related experience. 

Equivalency: Directly related experience or education considered on the basis of:  one year of experience for one year of education or one year of education for one year of experience.

Required:
•    A minimum of 2 years of related administrative or office coordination experience.
•    Experience providing administrative support in a fast‑paced, complex environment.
•    Demonstrated experience preparing correspondence, managing records, and coordinating meetings.
•    Strong organizational, time‑management, and communication skills.
•    Proficiency using Microsoft Office applications (Word, Excel, Outlook).

Assets:
•    Experience working in a government, health care, or regulated environment.
•    Knowledge of FOIP, the Health Information Act, and records management practices.
•    Experience supporting committees, governance functions, or senior leadership.
•    Experience with financial tracking, contracts, or accrual processes.
•    Familiarity with Government of Alberta systems (e.g., 1GX, SharePoint).

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

Hours of work are 8:15AM to 4:30PM, Monday to Friday. This is a permanent full-time position working 36.25 hours per week in office in Edmonton. 

•    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.

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.
•    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.
•    Leadership and mentorship programs.