Stakeholder Business Coordinator

Role Responsibilities

Reporting to the Business Support Team Lead within Student Records and Operations, the Stakeholder Business Coordinator provides essential support to the Student Records team by managing communication channels, ensuring accurate information flow, and maintaining high service standards. Key responsibilities include monitoring the Student Records Business Support Mailbox and assisting the Call Centre, responding to inquiries from stakeholders, and supporting coordination of Action Requests (ARTs). The position involves organizing and maintaining training materials, ensuring quality control in documents and multimedia, compiling data for reports, and scheduling information sessions. Additional duties include tracking emerging issues, assisting with routine problem resolution and process improvements, updating operational manuals, supporting PASI system enhancements, and participating in User Acceptance Testing (UAT) to validate system changes. Overall, the role contributes to efficient operations, stakeholder engagement, and continuous improvement within Student Records and Operations.

Responsibilities include

1. Coordinate communication and stakeholder support by monitoring the Student Records Business Support Mailbox, assisting the Call Centre, responding to inquiries from school authorities and ministry staff, and coordinating Action Requests (ARTs) to ensure timely and accurate information flow.
2. Maintain and organize resources by developing and updating training materials, operational manuals, and documentation; ensuring accuracy and quality control in all content; and supporting PASI system enhancements as directed.
3. Support data, reporting, and security compliance by compiling and analyzing information for reports that inform decision-making, tracking emerging issues, preparing updates for leadership, and conducting the monthly PASIprep security audit. 
4. Coordinate engagement and system activities by scheduling information sessions, supporting logistics, and participating in User Acceptance Testing (UAT) to validate system functionality and support continuous improvement initiatives.

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 - Drive efficiency by scoping and streamlining activities that require multi-team collaboration.

Creative Problem Solving - Leverage internal and external resources and information to conduct thorough issue analysis, drive effective problem resolution and enhance overall performance improvements.

 
Develop Networks - Foster collaborative partnerships with colleagues, schools and school authorities to proactively address and integrate diverse operational interests.

Qualifications

High School Diploma supplemented with 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.

KNOWLEDGE, SKILLS & ABILITIES: 

• Working knowledge of applicable legislation, policies, procedures, regulations, and precedents including the School Act, Guide to Education, Student Record Regulations and Funding Manual for School Authorities. 

• Strong understanding of the provincial student record environment, including ministry systems (such as PASIprep), Student Information Systems (SIS), and the integration of data across schools, vendors, and ministry operations. 

• Knowledge of data security, access management, and auditing practices to ensure compliance, integrity, and confidentiality of student records. 

• Knowledge of business process analysis and improvement methods to evaluate stakeholder needs and recommend effective, system-aligned solutions. 

• Understanding of ministry decision-making processes and practices. 

• Superior communication skills (written, verbal, and presentation), with the ability to clearly convey technical and business process information to diverse audiences. 

• Proven ability to design, write, and deliver stakeholder resources including training materials, "How To" guides, and digital learning products. 

• Strong analytical, research, and investigative skills, including the ability to synthesize information from varied sources to develop recommendations for decision-makers. 

• Ability to work independently and exercise sound judgment when resolving complex or sensitive issues.

• Demonstrated understanding of stakeholder engagement and relationship management, including collaboration with First Nation schools, school authorities, and system vendors. 

• Proficiency with Microsoft Office, Adobe Acrobat Pro, and Camtasia; advanced understanding of Internet navigation and browser configurations, including security settings and certificate validation. 

• Commitment to continuous improvement, innovation, and adherence to ministry policies and standards. 

• Strong organizational skills and attention to detail in managing multiple priorities and time-sensitive deliverables.
   

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

There is one full time temporary (up to 18 months) position working 36.25 hours per week, Monday to Friday.

Work location is Edmonton.

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.