Registration Procedures

3 months ago

Edmonton, Canada Alberta Association of Architects Full time

The position we are looking fill is that of a Registration Procedures & Compliance Coordinator. The role is particularly well suited for someone who has a passion for learning and is enthusiastic toward training. They exemplify the qualities of patience, support and positivity, and are eager to learn and share.

**The primary role is focused on**:

- Developing, formalizing, and documenting processes and procedures for training purposes.
- Reviewing, and updating registration policies and forms that align with new legislation
- Onboarding and training new registration staff
- Assisting with various registration related projects as required

This position collaborates closely with all members of the Regulatory Affairs team and others within the Association.

This position will demonstrate a strong commitment to the Association’s values and beliefs, contributing to the strategic, operational, and business initiatives of the Association while assisting in supporting a positive and professional working environment.

**The following tasks, duties and responsibilities are the essential functions of the role**:
**Registration Support**
- Provide compliance advice and support to the Registration Administrators regarding issues that arise on procedures, processes, and compliance with Registration policy.
- Work with the Complaints and Illegal Practice Coordinator to administer the annual audits and other ongoing projects.
- Coordinate the Registrars Report for Council including the Succession report.
- Provide additional backup support to registration as required throughout the year.

**Processes, Procedures & Registration Compliance**
- Compile a comprehensive process & procedures manual for the Registration area that aligns with policy and legislation. Ensure that the manual is updated at least annually. This manual will serve as a training manual for registration staff.
- Work with the Regulatory Affairs team to create and amend Registration related policies (entry to practice, ongoing registration) ensuring they align with legislation. Identify policy and procedure gaps that need to be addressed with registration related policies and document procedures.
- Assist with and contribute to database cleanup, testing and data entry. Regularly run various IQAs to ensure data integrity, and to pull data necessary for reports.
- Respond to various government and stakeholder surveys by providing statistics and other information

**Projects**
- Collaborate with the Executive Officer to research and implement Registration related projects. Manage and coordinate the implementation of the national exam. Support various registration related projects.

**Testing & Training**
- Ongoing testing of any new upgrades or amendments to the database
- Coordinate and deliver registration training and contribute to onboarding new registration staff.

**Process Improvements**
- Review and coordinate updating of registration related forms to ensure compliance with legislation. Review and streamline registration processes that improve efficiencies and reduce barriers to entry.
- Work with the finance team and database management to provide ideas and implement viable changes that will improve processes (reduce manual intervention, lower processing time, reduce errors).

**Communications and Other Administration**
- Prepare new correspondence, forms, and documents ensuring legislative compliance. Review and update existing templated correspondence, forms, and documents for various registration related activities such as changes to the program, policies, reminders, annual renewal, etc., as required.
- Work with the communications department as required to reach targeted groups and general communications as required.

**General Duties**
- Maintain a high level of knowledge and understanding of Bylaws, Regulations and Legislation as it applies to the job responsibilities.
- Participate in the development and adherence to guidelines, work plans and deadlines.

**Education & Experience**
- A post-secondary education in business, administration, or a related field of study; an equivalent combination of education and/or experience will be considered.
- Aptitude for learning new software and systems
- Excellent English oral and written communication skills
- Experience in delivering adult education and training.
- A minimum of three (3) years’ experience in a senior administration capacity.
- Strong understanding of how provincial legislation, regulation, bylaw, and policy work together in a regulatory environment.
- Previous experience working in a provincial regulatory association environment would be an asset.
- Intermediate to advanced knowledge of MS Office and specifically Word, Excel, PowerPoint.
- Working knowledge of online collaboration software such as Zoom and MS Teams.
- Experience with iMIS database software is considered an asset.
- Experience creating detailed process and procedures manuals.

**Skills & Abilities**
- Excellent Eng

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