Sector Coordinator

Role Responsibilities

Put your passion into practice in this dynamic and fast paced environment. 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 Sector Coordinator also provides administrative support 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:

• Issue Identification and Resolution: Identifies administrative issues with potential to impact the Executive Director's office, developing and recommending solutions and actions to address issues.
• Calendar and Priority Management: 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.
• Meeting Coordination: Coordinates and arranges meetings and appointments for the Executive Director, ensuring appropriate background information and materials are available.
• Sector Meeting Support: Prepares and distributes agendas and materials for Sector management meetings, participating in the meetings and following up on administrative assignments.
• Correspondence Coordination: Forwards correspondence to appropriate areas of the Sector for information, draft reply and/or comments; tracks status of replies and actions.
• Travel and Action Request Coordination: 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.
• Action Request Tracking: Tracks and monitors status of responses and briefings using Action Request Tracking System (ARTS) software.
• ADM Office Coverage: 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.
• Invoice Verification and Coding: Verifies and codes invoices for the Executive Director's area and obtains Expenditure Officer approval; provides follow-up and research in response to questions.
• Financial Monitoring and Analysis: Maintains, monitors and analyzes accounts, forecasts and expenditures to identify cost pressures, deviations and variances.
• Administrative Form Review: Reviews various forms and requests to ensure accuracy, completeness and appropriate authorizations, following up with Directors as required.
• Request Processing Support: Supports processing of staffing requests, out-of-province travel, training requests, hosting forms, and related administrative requests.

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: Considers interrelationships and emerging trends to attain goals.
• Creative Problem Solving: Focuses on continuous improvement and increasing breadth of insight.
• Agility: Works in a changing environment and takes initiative to change.
• Drive for Results: Works to exceed goals and partner with others to achieve objectives.
• Develop Networks: Works on maintaining close relations with all stakeholders.
• Build Collaborative Environments: Facilitates open communication and leverages team skill.
• Develop Self and Others: Seeks out learning and knowledge-sharing opportunities.

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
 

Required Skills

• Experience providing administrative support in a senior or executive office environment.
• Experience coordinating correspondence, briefings, action requests, and information flow within established timelines.
• Strong written communication skills, including drafting, editing, proofreading, and preparing clear business documents.
• Ability to organize competing priorities, manage deadlines, and exercise sound judgement in a fast-paced environment.
• Proficiency using Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience using the Action Request Tracking System (ARTS) or a comparable tracking system.

Assets

• 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.
• Experience supporting finance-related administrative processes, such as invoice coding, expenditure tracking, forecasting, or account monitoring.
• Knowledge of Government of Alberta or Ministry of Education and Childcare administrative policies, procedures, and approval processes.
• Experience coordinating meetings, agendas, and materials for senior leaders or management teams.

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

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

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.