Sector Coordinator

Role Responsibilities

Put your passion into practice in this dynamic and fast paced environment. You will provide This position provides executive administrative support for the Executive Director including researching, drafting and summarizing briefing and background materials and managing the Executive Director's calendar. The Branch Administrator also provides administrative support to the Issues Coordinator, and manages the Sector's Action Request program to ensure compliance with Ministry guidelines and standards.
 

Reporting to the Executive Director, you will be required to lead the administrative operations of the Executive Director's Office. This includes coordinating information flow, managing correspondence, and addressing issues as they arise in accordance with the priorities of the Executive Director.
 

The Sector Coordinator performs the following responsibilities:
 

• Identifies administrative issues with potential to impact the Executive Director's office, developing and recommending solutions and actions to address issues.
• Uses judgement and knowledge of Sector issues, priorities and relationships to manage the Executive Director's calendar or refer requests for meetings to appropriate Branch representatives.
• Coordinates and arranges meetings and appointments for the Executive Director, ensuring appropriate background information and materials are available.
• Prepares and distributes agendas and materials for Sector management meetings, participating in the meetings and following up on administrative assignments.
• Forwards correspondence to appropriate areas of the Sector for information, draft reply and/or comments; tracks status of replies and actions.
• Coordinates travel and accommodation arrangements for the Executive Director as well as other staff when required.   Coordinates Sector responses to Action Requests to ensure accurate, high quality and timely responses consistent with relevant Government and Ministry policies and procedures.
• Tracks and monitors status of responses and briefings using Action Request Tracking System (ARTS) software.
• Provides coverage for ADM's office as requested, including assignment of ARTS requests to appropriate Sectors and ensuring that actions required, and deadlines are clearly communicated.
• Verifies and codes invoices for the Executive Director's area and obtains Expenditure Officer approval; provides follow-up and research in response to questions.
• Maintains, monitors and analyzes accounts, forecasts and expenditures to identify cost pressures, deviations and variances.
• Reviews various forms and requests to ensure accuracy, completeness and appropriate authorizations, following up with Directors as required (e.g., Staffing Requests, Out-of-Province Travel, Training Requests, Hosting forms, etc.).
   

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 that work done within the Alberta Public Service is part of a larger integrated and inter-related environment and impacts a variety of other groups/projects inside and outside the APS and keeps broader impacts and connections in mind.
• Creative Problem Solving - Focuses on continuous improvement and increasing breadth of insight and looks for new ways to improve results and activities.
• Agility - You possess the ability to anticipate, assess, and readily adapt to changing priorities, maintain resilience in times of uncertainty and effectively work in a changing environment.
• Drive for Results - Knowing what outcomes are important and maximizing resources to achieve results that are aligned with the goals of the organization, while maintaining accountability to each other and external stakeholders.

Qualifications

High School Diploma in a related field plus 3 years related experience; or equivalent as described below.
 

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.
 

Assets:
 

• A Two-Year Undergraduate Diploma would be a strong asset.
• Knowledge of Government Web Based Financial Systems like ARTS Action Request Tracking System (ARTS), IMAGIS, Electronic Payment System (EPS), 1GX, COGNOS and the Internet and Intranet.
• Excellent Writing and editing skills to ensure the high quality of all correspondence originating from the Executive Director's office.
• Strong knowledge of government financial and human resources policies and procedures, Consultation skills, including ability to handle and address sensitive and/or controversial situations and negotiate agreement and commitment to action for varied processes.
• Strong knowledge of computer applications including word processing, spreadsheets and databases.
• Team building skills.
• Independent problem-solving related to office administration and management.
• Excellent verbal and written communication skills.
   

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 one (1) permanent, full-time position working 36.25 hours per week, Monday to Friday.
 

This position is based in Edmonton. We require you to attach a Cover Letter with your application explaining your qualification and suitability for this role.
 

The final candidate for this position will be asked to undergo pre-employment checks (including a criminal record check).
 

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.
• 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.