Coordinator Agency Appointments

2 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 55629
Ministry: Advanced Education
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Ongoing
Scope: Open Competition
Closing Date: April 4, 2024
Classification: Administration 1

**Salary**: $2,119.66 to $2,757.39 bi-weekly ($55,323 - $71,967/year)

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.

**Role Responsibilities**:

- The Public Agency and System Governance unit is responsible for leading a corporate approach to agency governance and processes on average 150 appointments each year for close to 30 agencies, each under the jurisdiction of the Minister of Advanced Education. The Coordinator, Agency Appointments, contributes to the development, implementation, and maintenance of systems and tools designed to support all appointment activities, and serves as a Ministry administrator for the Board Management System (BMS, a Customer Relationship Management (CRM) environment tool) and Public Agency Database (PAD). The Coordinator is responsible for providing consultation, expertise and guidance across the Ministry regarding board appointment processes to ensure the Ministry agencies, boards, and commissions (ABCs') appointments are filled in accordance with legislation. This position contributes significantly to the development and enhancement of systems and procedures to support board appointment reporting and processes.
- **Responsibilities**
**1. Guide appointment processes and coordinate appointment packages for individuals to agencies under the jurisdiction of the Minister of Advanced Education in an accurate and timely manner and in accordance with applicable legislation, directives, policies and procedures.**
- Provide advice and guidance for appointment processes to ensure activities are completed within required timeframes and with required approvals.
- Prepares briefing material on process improvements, recommendations to Minister or Deputy Ministers Office and proposed legislative changes related to appointments and/or terms
- Draft and prepare Recommendations for Orders in Council and Ministerial Orders for the appointment of individuals to agencies under the jurisdiction of the Minister
- Draft Ministerial letters respecting appointment of agency members for the Minister and Ministerial thank-you letters to retiring members

**2. Manage information for tracking, reporting, and briefing various levels of leadership regarding agency recruitments and appointments.**
- Enter relevant data into BMS, ITS and internal trackers (such as MO/OC list, board composition count, additional member history)
- Prepare accurate records and reports regarding agency appointments (e.g., expiry status, current and upcoming vacancies, appointment activity reports and activity statistics)
- Maintain data in branch databases (e.g., BMS, ITS), reviewing and auditing data to ensure data integrity
- Develop and present regular and ad hoc reports using BMS and PAD
- Ensure comprehensive records pertaining to Ministry agency appointments are in alignment with existing records management program requirements
- Respond to inquiries from within and outside the Ministry

**Role Responsibilities Continued**:
**3. Supports the PSC-Public Agency Secretariat's Centralized Recruitment processes and guidelines for any recruitment or direct appointment processes for agencies under the jurisdiction of the** Minister of Advanced Education and in accordance with applicable legislation such as the Alberta Public Agencies Governance Act (APAGA), and other Public Agency Secretariat (PAS) directives and guidelines, department policies and procedures.- Ensures that PAS receives documentation in an accurate, timely and coordinated manner
- May solicit agency input on a recruitment plan with agency contacts
- May conduct preliminary screening of proposed appointees to assess core competencies and provide summary to Minister's Office and Deputy Minister's Office to raise any potential concerns with the proposed appointment.
- Identify and resolve conflicts or problems as they occur and inform Manager if escalated
- Monitor any board recruitment file statuses and progress to ensure timely appointment package follows the recruitment process
- Works with

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