Senior Administrative Coordinator

Role Responsibilities

Are you an organized, solutions‑focused administrative professional who thrives in a dynamic environment supporting multiple teams? We are seeking a Senior Administrative Coordinator to provide senior administrative services across several branches within the division.

This role supports financial administration, operational coordination, document preparation, meeting scheduling, and high‑level support to leadership, including the Executive Director. You will be a key partner in ensuring smooth operations and effective information flow within and across branches.

In this role, you will:

• Support multiple branches by coordinating annual budget preparation and assisting with expenditure tracking, monitoring, and forecasting.
• Review invoices for accuracy and proper coding and collaborate with financial and budget staff to ensure smooth processing.
• Manage the branch P‑Card, including reconciliations and documentation.
• Implement and maintain inclusive, organized, and accessible records management systems.
• Coordinate branch purchases (IT equipment, supplies, surplus items) and support day‑to‑day office operations.
• Welcome and support staff by serving as a main point of contact for onboarding, offboarding, facilities coordination, and access card arrangements.
• Review HR, travel, and administrative documents for completeness, accuracy, and appropriate approvals.
• Provide back‑up support to the Priority Issues Coordinator, including reviewing and routing correspondence.
• Contribute actively to the branch leadership team, supporting collaborative decision‑making and continuous improvement of administrative processes and policies.
• Provide administrative support across branches and to ADMO as required, ensuring service continuity.
• Prepare high‑quality documents, reports, tables, and briefing materials to support management and staff.
• Schedule meetings, coordinate travel arrangements, prepare agendas, and track action items for leadership and branch meetings.
• Engage respectfully and professionally with internal colleagues and external stakeholders, including boards, agencies, and Indigenous leadership such as Chiefs and Councils.
• Provide dedicated support to the Executive Director through effective calendar management, resolving scheduling conflicts, and ensuring timely meeting materials.
• Compile meeting packages, organize daily materials, and track follow‑ups from 1:1, branch, and leadership meetings.

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.

We use the APS Competency Model to guide how we work. The following competencies are essential for success in this role, and the descriptions below reflect how they apply specifically to the Senior Administrative Coordinator position.

Please be advised that there will be a competency-based interview for this competition.

• Build Collaborative Environments: You foster a welcoming and respectful environment where colleagues and partners feel supported. You share information openly, listen to diverse perspectives, and help teams navigate differing viewpoints constructively. Your collaborative approach strengthens relationships across branches, financial teams, the ADM Office, and with external partners including boards, agencies, and Indigenous leadership.
• Systems Thinking: You understand how administrative work including budgets, scheduling, procurement, records management, affects broader branch and ministry outcomes. You consider downstream impacts, recognize interdependencies, and surface unintended consequences so decisions are informed, compliant, and aligned with public service values.
• Drive for Results: You manage competing priorities effectively, produce accurate and timely work, and take accountability for your deliverables. You monitor progress, follow through on action items, and support leaders with information they need to make decisions. Your commitment to quality strengthens operational efficiency across branches.
• Agility: You adapt thoughtfully to shifting priorities and changing expectations. You ask clarifying questions, propose practical solutions, and adjust workflows when needed. You remain calm and service‑oriented during busy periods and look for opportunities to streamline templates, forms, processes, and administrative practices.

Qualifications

Requirements:

• High school diploma plus three (3) years of related administrative experience.

Equivalency:
Directly related education or experience considered on the basis of:

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education.
  
  

Assets:

• Experience in budgeting, expenditure monitoring, procurement, and P‑Card reconciliation.
• Experience supporting senior leaders.
• Public sector records management experience.
• Experience preparing briefing materials and overseeing complex scheduling.
• Knowledge of onboarding/offboarding processes, facility access, and GOA administrative systems.

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 a full-time permanent position. Standard work hours are Monday to Friday, 8:15 a.m. to 4:30 p.m. (36.25 hours weekly)

In your application, please include a cover page detailing your interest in the position, and role-related experience. In your resume, 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).

Final candidates will be required to undergo a security screening.

A written assessment may be part of the interview process.

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.