Hearing Coordinator

Role Responsibilities

Reporting to the Executive Director, Tribunal Services, the Hearing Coordinator is responsible for managing and coordinating the Tribunal's hearing schedule, ensuring hearings and decision meetings are scheduled efficiently and within legislated timelines. This includes organizing in-person, videoconference, teleconference, and documentary hearings, assigning hearing panels, and coordinating schedules for Commissioners, Hearing Chairs, and external parties while considering hearing complexity, appeal issues, and panel expertise.

As the sole position responsible for this function, the Hearing Coordinator works independently and serves as a key liaison among Tribunal staff, Commissioners, Hearing Chairs, appellants, respondents, representatives, and other stakeholders in a high-profile and politically sensitive environment. The role requires the application of sound judgment, discretion, and strong communication skills when managing confidential information and coordinating competing priorities.

The Hearing Coordinator maintains a thorough understanding of hearing-related processes, policies, and procedures, applying knowledge of relevant legislation, regulations, business practices, and principles of natural justice to support the integrity of the appeals process. The position collaborates closely with the Scheduling Committee and plays a critical role in ensuring a fair, timely, and client-focused appeal experience.

Success in this role requires exceptional organizational skills, attention to detail, the ability to manage multiple priorities across branch systems, and a high degree of professionalism. The Hearing Coordinator supports operations for both Edmonton and Calgary offices and directly contributes to the credibility, effectiveness, and public image of the Commission.

The Job Description is provided for Further details on 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.

• Systems Thinking: Coordinates and prioritizes multiple short- and long-term scheduling factors, including panel member competencies, hearing complexity, availability constraints, vacation schedules, training commitments, and exclusions, to develop and maintain effective hearing schedules.
• Creative Problem Solving: Creates and analyzes reports on projected hearings, hearing complexity, and Hearing Chair workloads to identify trends, support resource planning, and develop solutions that improve hearing timeliness and overall Tribunal performance.
• Agility: Demonstrates resourcefulness and sound judgment in responding to last-minute changes, including panel member or party absences, to minimize disruptions and avoid hearing adjournments whenever possible.
• Drive for Results: Develops and maintains detailed reporting, workload schedules, and projections that interact to ensure accurate information is readily available; proactively analyzes trends, potential issues, and solutions, works with the Appeals Services team and Executive to develop solutions, and provides reporting as requested by Executive leadership.
• Develop Networks: Maintains regular contact with internal and external stakeholders to identify needs and requirements, anticipates opportunities for process improvements, develops reports and data to support recommendations, and communicates findings to Executive leadership.
• Build Collaborative Environments: Meets regularly with the Executive Director to review hearing statistics and with Vice Chairs to discuss scheduling matters and potential issues. As an independent contributor in a highly visible and critical role, builds credibility and is a trusted resource for all members of the Tribunal.
• Develop Self and Others: Follows up with Executive leadership to identify additional reporting needs, compiles and maintains the Hearing Coordinator training manual, and provides training and knowledge transfer to Appeals staff who provide backup coverage during absences.

Qualifications

High school diploma and three years of related experience coordinating schedules, appointments, hearings, meetings, or other complex operational activities involving multiple stakeholders and competing priorities.

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.

A cover letter outlining how your experience relates to the qualifications of this role is required. Applications without a cover letter will not be considered. 

Required Qualifications

• Experience managing confidential and sensitive information while exercising sound judgment, discretion, and professionalism.
• Experience coordinating and communicating with a diverse range of internal and external stakeholders.
• Experience preparing, maintaining, and analyzing reports, schedules, forecasts, or operational data.
• Strong organizational skills with the ability to coordinate competing priorities, manage complex schedules, and respond effectively to changing circumstances.
• Proficiency with Microsoft Office applications, including Outlook, Word, Teams, and Excel.
• Advanced Microsoft Excel skills, including pivot tables, formulas, sorting, filtering, and data analysis.

Assets

• Certificate in Office Administration, Business Administration, Administrative Professional Studies, Project Coordination, or a related field.
• Experience working in a tribunal, appeals, legal, quasi-judicial, regulatory, or public-sector environment.
• Formal training or certification in Microsoft Excel.
• Experience coordinating hearings, case management activities, or other complex scheduling processes involving multiple stakeholders and competing priorities.
  
  

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

There is one (1) full-time temporary position working 36.25 hours per week, Monday to Friday available on the team.

Work location is in Edmonton or Calgary.

A cover letter is required. Applications without a cover letter will not be considered. 

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 we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP)
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.