Examinations Coordinator

Role Responsibilities

As an Examinations Coordinator, you will ensure that over 1,000 testing appointments are scheduled and managed monthly. You will provide direct support to driver training schools, 57 driver examiners, and Albertans.

Additional Responsibilities:
 

• Commercial Road Test Scheduling.
• Management of the Road Test Scheduler Systems (Repository, Scheduler, DKTS, Road Upload Skills Test, etc.)
• Management of Driver Examinations Shared Email Boxes.
• Providing responsive telephone support to Albertans and stakeholders through the CXone phone system.Maintenance of new and existing vendorcontracts and track site agreements.
• Issuing and setting up road test tablets, including activating SIM cards and data services, and maintaining accurate inventory and assignment records.Management of road-testing related invoices, i.e., commercial vendor invoices, road test track invoices, etc.
• Support the branch in achieving the mandate and goals of the unit and section.
   

In this role, you will have daily interactions with driver examiners, management, driver training schools, post-secondary institutions, bus companies, school districts, and Albertans. As an Examinations Coordinator, you will work with each commercial (class 1, 2, and 3) driver training schools and commercial driver examiners to identify road test requirements and ensure that tests are scheduled accordingly. Driver training schools regularly request changes and/or cancellations based on their students' progress in training. This position also involves some interaction with other Alberta Transportation and Economic Corridors branches or program areas, particularly when participating in working sessions or project teams to provide input, ensure alignment and coordination between program areas, and act as a subject matter expert.

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.

The competencies required to succeed in this role are:

• Creative Problem Solving – The Examinations Coordinator responds to varied daily challenges by assessing scheduling needs and using available resources to develop effective solutions. This often involves arranging support from examiners outside their assigned catchment areas or identifying additional coverage capacity among existing examiners to address scheduling shortages and ensure road test needs are met.
• Agility - The Examinations Coordinator works effectively in a continuously changing environment and shifts between competing priorities throughout the day. This requires the ability to multitask, such as responding to telephone inquiries while completing scheduling or invoicing duties, and strong keyboarding skills to enter information accurately and efficiently.
• Build Collaborative Environments - The Examinations Coordinator builds and maintains effective working relationships with internal colleagues and with external stakeholders such as driver instructors, driver examiners, and driver training schools. The coordinator communicates respectfully, shares information, and works collaboratively to address concerns, coordinate schedules, and support effective service delivery.
• Drive for Results - The Examinations Coordinator meets time commitments for creating new schedules and obtains workforce availability in a timely manner. The coordinator demonstrates fiscal responsibility by scheduling examiners efficiently to maximize road test delivery and reduce or eliminate payments for tests that are not conducted.
• Attention to Detail - The Examinations Coordinator carefully reviews schedules, system entries, tablet assignments, invoices, and related records to ensure information is accurate, complete, and properly tracked. As scheduling information must be entered in both Outlook and the Scheduler tool, the coordinator ensures entries align across both systems and promptly identifies and corrects discrepancies to prevent scheduling errors.

Qualifications

Required: 
 

• One-year certificate in a related field (such as Business Administration, Public Administration, etc.)  plus two years related experience.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), with particular emphasis on Outlook, as it is used extensively to manage scheduling.
• Previous experience coordinating and managing schedules in a high-volume environment.
• Demonstrated proficiency using computerized scheduling and information management systems, including the ability to work accurately across multiple systems and quickly learn new applications.
• Strong keyboard skills. Applicant must be able spend approximately 80% of their regular day typing (responding to emails and scheduling).
• Strong attention to detail, with the ability to manage multiple tasks and priorities effectively.
• Client-focused with exceptional interpersonal abilities.
• Excellent oral and written communication skills.
• A cover letter is required to evaluate writing and communication skills.
   

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:
 

• Working knowledge of the driver examination and driver training industries, including road test processes and scheduling.
• Experience working as a registry agent, particularly scheduling passenger road tests.
• Experience with stakeholder engagement.
• Familiarity with government processes and program management.
• Proven experience in gathering and analyzing information from diverse sources to prepare comprehensive reports with actionable recommendations.
• Experience utilizing road test software, including Alberta Scheduler Administration Tool, Alberta ITI Repository, KnowTo Drive).
• Strong analytical skills, effective communication, and time management capabilities.
• Knowledge of information management systems such as MOVE.

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

Notes

Additional positon information:

• Term of Employment: Permanent, Full-time position    
• Hours of Work: 7.25 hours daily / 36.25 weekly – Monday to Friday
• Location: Calgary  

Recruitment process: 

• Final candidates may 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 
• 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.