- Job Title: Branch Administrator
- Work Unit: Advanced Learning and Community Partnerships / Aboriginal and Community Connections
- Ministry: Alberta Advanced Education
- Competition Number: 1053255
The Indigenous and Community Connections Branch performs functions to ensure relationships with department stakeholders are optimal, allowing for meaningful dialog about continued development of the Advanced Learning System and/or issues management.
This position is responsible for providing administrative support to contribute to the overall effective operation of the Indigenous and Community Connections Branch. Responsibilities are of a broad and varying nature, including maintenance of consistent, efficient and effective correspondence and information flow through the Action Request Tracking System; data entry using the CRM application; production of reports using Excel and CRM; production of correspondence; arrangement of appointments and meetings, and travel coordination; and records management. The incumbent maintains close communication links with internal and external partners and stakeholders to provide / obtain information, and directly supports the branch members. This position reports to the Director, Indigenous and Community Connections Branch and abides by existing Office, Ministry and Government of Alberta (GOA) administrative policies, guidelines and legislation. In addition, this role will also be asked to assist with the development of high quality printed material used to promote programs and Ministry initiatives.
Responsibilities and Activities
Correspondence and document requirements related to branch operations are well managed and ready when needed.
- Edit routine correspondence including briefing notes and binders, memorandums, letters, minutes and reports from copy or general instructions.
- Review, prioritize, route, and track all incoming correspondence/project/grant files to appropriate staff.
- Update CALP organization contact information in the database as applications are received in the mail, scan and save completed applications to network drive, ensure AR package documents are signed by the Director and photocopy the letters for files, and put all file documents in order once the payment is issued to the organization.
- Coordinate consultations, meetings and conference calls, including the preparation and distribution of meeting agendas.
- Maintain the branch SharePoint site. Archive, upload documents as required. This includes maintaining an up-to date contact/mailing list for the branch.
- Respond to or direct stakeholder and partner questions regarding branch resources, tools, and programs.
The Director's schedule is effectively managed.
- Coordinate the Director's calendar based on knowledge of priorities and timelines to ensure the Director's time is utilized effectively.
- Compile meeting materials for Director as required.
- Develop and maintain Director's files for all projects and ongoing responsibilities; ensure files are up-to-date prior to meetings and brought to the Director's attention.
- Plan and coordinate multi-faceted travel, meeting, or function arrangements and registrations.
- Bring emerging operational issues to the attention of the Director.
Support Branch Core Function:
- Support for the branch including maintaining electronic and print program records, scheduling meetings, branch reporting, recording meeting minutes, and coordinating equipment and supplies.
- Administer the branch Share Point site including file management.
- Coordinate, participate, and take minutes at team meetings regularly. Preparation of branch meeting agendas.
- Responsible for the maintenance of branch files, including files relating to projects and grants. This includes creating files, file retrieval and maintenance of the paper records.
- Coordinate branch travel as required.
Branch administration is coordinated to facilitate effective operations.
- Maintain print and electronic records in accordance with ministry and GOA policies and practices. Verify and reconcile branch expenditures and procurement card purchases. Maintenance of accurate records is required.
- Complete review of branch P-card and ExClaim submissions prior to Director review.
- Maintain and purchase appropriate office supplies and assist other staff members with administrative matters (e.g., Exclaim, procurement card, travel arrangements, records management).
- Maintain up-to-date cash flow and budget information.
- Recommend and/or implement solutions aimed at improving branch administration efficiency and effectiveness.
- Coordinate the completion of office repairs, IT, and telecommunication maintenance or upgrades.
- Coordinate the system set-up and orientation of new employees. This will involve the completion of IMAC and technology access requests, set up of work space
- Coordinate the completion of Action Requests.
- Coordinates branch resource distribution and conference participation.
The primary scope of this position is to support administrative operations of the Branch. This broad scope includes coordinating information flow, managing correspondence, providing program information, maintaining stakeholder lists and addressing administrative issues as they arise in accordance with the priorities and strategies of the branch. This position also provides support to branch projects and initiatives.
The position requires in-depth knowledge of a variety of administrative policies and procedures (e.g., correspondence standards, and travel arrangement policies, expense and financial processes) as well as working knowledge of the mandate of the branch and related stakeholders. The administrative support must apply this knowledge, along with an understanding of the priorities of the Director and branch membership, to determine the best approach to use when dealing with different clients, or situations. Judgment is required to know when and how to engage the Director, or other branch staff so that they are appropriately informed of issues, events, and changing processes. Projects and assignments will vary in size from large, intensive projects and assignments to small, straightforward ones. The Director provides overall
direction for this role; however, the incumbent must coordinate and complete day-to-day activities independently Work is performed with limited supervision and multi-tasking is required to meet established timelines, manage a variety of program priorities and peaks, which are often short, with priorities fluctuating. Sensitivity to confidential materials and information is required. Work is evaluated against the performance agreement, time guidelines, quality, objectives, and results achieved.
The incumbent must be able to deal with a diverse range of stakeholder and coordinate matters between staff and stakeholders in an effective matter.
Knowledge, Skills and Abilities
- High school diploma with two years of related experience in a senior Administrative Assistant role to provide supportive services to the Director and the branch by utilizing a sound knowledge of current administrative best practices, like records management, word processing, and data management.
- Advanced MS Word, Visio, PowerPoint, and desktop publishing skills required to coordinate the preparation of high quality professional-looking documents to support Indigenous and Community Connections business processes.
- Strong computer skills, advanced knowledge of appropriate software, and ability to organize data logically. (e.g., MS Office, Listserv)
- Knowledge of internal government systems such as IMAGIS, EPS, ARTS, My Agent, and Exclaim in order to effectively manage branch needs by completing time approve, expense claims, and payments.
- In depth knowledge of ministry and GOA administrative procedures and policies in order to maintain a consistent approach on tasks such as drafting briefing notes and responding to action requests.
- Understanding of Government Financial reporting practices.
- Excellent organization skills to manage and monitor multiple ongoing tasks.
- Sound judgement and ability to make decisions within scope of work independently while considering the consequences and impact on the branch.
- Strong numeracy, document management, and file coordination for projects.
- Ability to work with a minimum of supervision, prioritize and follow through on tasks and be able to take initiative in responding proactively to developing matters to ensure smooth uninterrupted operations within the branch to meet timelines and requirements.
- Solid interpersonal skills and demonstration of professionalism in all interactions.
- Ability to maintain confidentiality of sensitive and highly confidential information.
- Knowledge of the ministry and branch organizational structure and functions.
- Ability to carry out instructions independently as well as participate as part of the larger divisional administrative team.
- Teamwork/Working with Others: Working cooperatively and productively with others to achieve results.
- Adaptability/Flexibility: Personal willingness and ability to effectively work in and adapt to change. Willing and able to modify approach to situations so that new ideas and solutions are encouraged and recognized.
- Director - assist in scheduling appointments and travel arrangements, as well as records management.
- Branch staff - share information, coordinate administrative services across the branch, and support projects.
- General public and external partners/stakeholders - to handle enquiries, provide assistance where possible, and coordinate meeting schedules, meet timelines.
- Corporate Services (e.g., IT, HR, Finance) - share information; coordinate service delivery.
- This position does not formally supervise others.
The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit the Diversity and Inclusion Policy.