JOB INFORMATION

Job Requisition ID: 68192
Ministry: Advanced Education
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: April 3, 2025
Classification: Administrative Support 5
Salary: $1,913.27 - $2,342.49 bi-weekly ($49,936 - $61,138/year)

MINISTRY OF ADVANCED EDUCATION

The Ministry of Advanced Education is responsible for an adult learning system that provides accessible, affordable, and high-quality education for Albertans. The Ministry prepares Albertans for lifelong success through education by approving programs of study; funding public post-secondary institutions and other adult learning providers; providing financial aid for learners; registering and certifying apprentices; supporting academic research and innovation.
Our programs and services are driven by 3 outcomes: Adult learning opportunities are accessible and affordable for all Albertans; High-quality education, skills development and research make a positive contribution to Alberta’s economy, society, culture and environment; and the adult learning system is accountable and coordinated.

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:

• Develops Networks – Stays connected with teams to understand priorities - especially as they evolve or emerge. Maintains contacts with other administrative support staff to stay current on policies and procedures. Maintains contacts with external stakeholders. Able to anticipate and support emerging priorities across the division.
• Agility – Willingness to shift workload to address critical priorities within the branch or division. Stays informed on systems and processes (e.g. 1GX) to be able to act when called upon.
• Develop Self and Others – Identifies skills/knowledge gaps and seeks training and development opportunities in order to provide support to the ED and branch Is open to feedback and recognizes opportunities for improvement. Supports team members with learning administrative processes.
• Creative problem solving – Looks for ways to improve internal processes (e.g. ARTS routing/approvals). Takes initiative to identify problems and to design solutions (e.g. seeking input and building agendas for team meetings).

REQUIREMENTS:

• A high school diploma or in a related field plus 3 years progressively responsible related experience; or equivalent as described below.
• Related experience or education may be considered as an equivalency on a one for one basis.
• Extensive knowledge of computer applications, including word processing, spreadsheets, and databases, and must possess a high level of efficiency and be attentive to detail to ensure a high degree of accuracy.

This position requires extensive knowledge of/skills regarding:

• Superior organizational skills and time management, so as to carry out several tasks concurrently in order to meet deadlines.
• Ability to plan and host meetings and events.
• Ability to attend to details when editing and reviewing administrative and financial documents.
• Ability to take leadership and exercise considerable judgement in researching, processing and prioritizing work assignments.
• Extensive knowledge of Microsoft Office, Outlook, 1GX, ARTS, and Teams. Knowledge of Opinion survey software would be an asset.

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

ROLE RESPONSIBILITIES

The position has two main administration roles: (1) provide administrative support services to the Executive Director of the Stakeholder Engagement and Student Supports Branch, (2) provide administrative support to the Directors, Managers, and the teams in the Stakeholder Engagement and Student Supports branch. This branch includes two units: Stakeholder Engagement and Student Supports Coordination. The position requires in depth knowledge of branch responsibility areas and the information technology systems used by staff, such as 1GX, Action Request Tracking System (ARTS), and the Learner Pathways System (LPS). It performs a lead role and coordinates the operational needs of the areas. This includes the delivery of administrative support services in a fast paced, high-volume environment; coordination of information requests received from internal and external clients; liaising with staff from across the division, the Assistant Deputy Minister’s and Deputy Minister’s offices; the timely coordination of the workflow of correspondence, briefings, and ministerial requests for the branches utilizing ARTS; and acting as the workplace administrator in 1GX.
Other responsibilities include drafting documents, calendar scheduling, coordinating travel/accommodations, maintaining office equipment and supplies, managing and improving paper and electronic records, coding and verification of invoices in 1GX, and processing human resource reports.
The position provides an advisory role to other staff within the division for inquiries and training on administrative policies and procedures for the department, ministerial correspondence, letters, memoranda, briefings, 1GX, and ARTS protocols, policies, and procedures.

ROLE RESPONSIBILITIES (CONTINUED)

• Create and maintain paper and electronic filing systems for the Executive Director’s offices and branches.
• Administration of contracts, including creating and reviewing contract documentation to ensure completeness, accuracy and compliance with policies and procedures.
• Assist the Executive Directors, Directors, and Managers by researching files containing past correspondence to gather relevant pieces of information to coordinate a response on a specific topic.Provide administrative assistance and policy interpretation to branch staff, providing information, explanation, and interpretation regarding administrative policies and procedures, such as claiming travel expenses, staff development, human resource issues, and action requests.