24-25 Administrative Assistant, Hearings

at  The Association of Professional Engineers and Geoscientists of Alberta

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Since 1920, APEGA has been regulating the practices of engineering and geoscience to serve the public interest in Alberta.
We are looking for energetic people who thrive in a dynamic, fast-paced, and challenging environment. You are committed to serving the community with integrity, accountability, and innovation, and capable of delivering exceptional service. If you reflect these values, have the knowledge, skills, and abilities to make a difference through your work, and are passionate about acting in the best interest of public safety – then come be a part of our diverse and inclusive team!
Position Summary
Reporting to the Discipline Manager, the Administrative Assistant, Hearings is responsible for providing day-to-day administrative support to the Hearings team and Unlicensed Practice team as well as administrative support for the Discipline Committee, Appeal Board and various Discipline and Appeal hearing panels and Case Managers. In addition, the Administrative Assistant, Hearings is responsible for the coordination of Discipline and Appeal Hearings and Discipline Committee and Appeal Board meetings. This includes meeting and / or hearings management, records management, tracking and following up on departmental work and project statuses and receiving and addressing internal and external inquires to maintain open lines of communication for the Hearings Department.

Responsibilities

• Provide administrative support to the Discipline Committee by:
• Coordinating Quarterly Committee meetings, development of agenda package, and mail out, managing and updating the Discipline Committee SharePoint site with all meeting materials and meeting minutes.
• Scheduling meetings with the Chair and Vice-Chair of the DC.
• Scheduling meetings with Independent Legal Counsel when required.
• Managing general inquiries of Discipline Committee members via dedicated email inbox
• Supporting Discipline Coordinators when required with scheduling formal hearings, including posting notices of hearings on external website, vouchers, mail-outs of documents to parties.
• Provide administrative support to the Appeal Board by:
• Coordinating Board and panel meetings including organizing participant schedules, room bookings, set-up and take-down, agenda package compilation and mail out, meetings minutes, meeting location logistics and virtually hosting these meetings.
• Serve as host and train participants in virtual hearings on how to access and effectively participate in virtual hearings. Independently do first level trouble shooting and coordinate with IT as needed.
• Maintain case files, including following-up on outstanding action items, decisions and/or documentation and record keeping, tracking and filing.
• Drafting formal and informal communication on behalf of the Appeal Board or panels, when necessary.
• Provide administrative support to the Hearings Department by:
• Assisting with APEGA’s Volunteer Management department to fill APEGA Board and committee volunteers.
• Planning travel and completing expense invoices, claims and reimbursements.
• Reviewing and coding invoices from outside vendors and contracted legal counsels as per the set policy and procedures.
• Record, track and document department statistics and KPIs, summarizing and reporting metrics when requested.
• Attend and develop meeting agenda for bi-weekly team meetings
• Manage department related calendars
• Maintain and update information on department specific internal website (e.g. OWL)
• Support and Assist in the Continuous improvement of the Hearings Department
• Assist the Unlicensed Practice Department with Database Management

Competencies, Skills & Attributes
Competencies Knowledge Skills/Abilities

• Provide administrative support to the Discipline Committee by:
• Coordinating Quarterly Committee meetings, development of agenda package, and mail out, managing and updating the Discipline Committee SharePoint site with all meeting materials and meeting minutes.
• Scheduling meetings with the Chair and Vice-Chair of the DC.
• Scheduling meetings with Independent Legal Counsel when required.
• Managing general inquiries of Discipline Committee members via dedicated email inbox
• Supporting Discipline Coordinators when required with scheduling formal hearings, including posting notices of hearings on external website, vouchers, mail-outs of documents to parties.
• Provide administrative support to the Appeal Board by:
• Coordinating Board and panel meetings including organizing participant schedules, room bookings, set-up and take-down, agenda package compilation and mail out, meetings minutes, meeting location logistics and virtually hosting these meetings.
• Serve as host and train participants in virtual hearings on how to access and effectively participate in virtual hearings. Independently do first level trouble shooting and coordinate with IT as needed.
• Maintain case files, including following-up on outstanding action items, decisions and/or documentation and record keeping, tracking and filing.
• Drafting formal and informal communication on behalf of the Appeal Board or panels, when necessary.
• Provide administrative support to the Hearings Department by:
• Assisting with APEGA’s Volunteer Management department to fill APEGA Board and committee volunteers.
• Planning travel and completing expense invoices, claims and reimbursements.
• Reviewing and coding invoices from outside vendors and contracted legal counsels as per the set policy and procedures.
• Record, track and document department statistics and KPIs, summarizing and reporting metrics when requested.
• Attend and develop meeting agenda for bi-weekly team meetings
• Manage department related calendars
• Maintain and update information on department specific internal website (e.g. OWL)
• Support and Assist in the Continuous improvement of the Hearings Department
• Assist the Unlicensed Practice Department with Database Managemen