Administrative Coordinator

2 weeks ago


Edmonton, Canada Alberta Health Services Full time

**Your Opportunity**:
Reporting to the Senior Program Officer, HR Business Partnerships the Executive Assistant position provides senior administrative services and support to the Office of the Senior Program Officer, HR Business Partnerships, the Executive Director, HRBP - Clinical Operations, and the Program Director, HRBP. This position works closely with the office of the Vice President, People, Health Professions and IT, and Senior Leadership at all levels and provides comprehensive administrative support services, which contribute to the efficient and professional operation of the offices.

**Description**:
Key responsibilities include managing the Senior Program Officers’, Executive Directors’ and Program Directors’ calendars, prioritizing appointments and proactively resolving conflicts, proactively creating and maintaining effective work-flow to accomplish the work of the office which includes the handling of a variety of projects and tasks simultaneously. Gathering, compiling and relaying confidential information and material. Making travel arrangements, composing memos and letters for on behalf of the SPO and proofreads prepared correspondence for accuracy, grammar and proper format. Tracking timelines of project deliverables and ensuring timely completion. Preparing, forecasting and monitoring budget and contract expenditures. Preparing briefing notes; monitoring, tracking and negotiating timelines on all Action Requests (ARs). Reviews signed executive correspondence and forwards to the appropriate portfolio and/or department for action. Directs and guides portfolio and/or departmental administrative staff on form, accuracy and content of correspondence that requires executive signature. Reviews, tracks and organizes incoming/outgoing correspondence as required, to identify priority items, and responds to requests/complaints. Assigns, reviews, revises, follows up and tracks Action Requests from other senior leaders’ offices. Researches information from a variety of sources in order to respond to Action Requests. Brings unique items to the attention of the SPO.
- Classification: Assistant
- Union: Exempt
- Unit and Program: HR Business Partnerships
- Primary Location: Seventh Street Plaza
- Location Details: Eligible to work hybrid (on/off site) within Alberta
- Negotiable Location: Within Edmonton Zone
- Employee Class: Regular Full Time
- FTE: 1.00
- Posting End Date: 09-JUN-2023
- Date Available: 03-JUL-2023
- Hours per Shift: 7.75
- Length of Shift in weeks: 2
- Shifts per cycle: 10
- Shift Pattern: Days
- Days Off: Saturday/Sunday
- Minimum Salary: $21.46
- Maximum Salary: $35.79
- Vehicle Requirement: Not Applicable

**Required Qualifications**:
A minimum of high school completion plus at least four years progressively responsible experience is required.

**Additional Required Qualifications**:
The incumbent must also have a working knowledge of AHS systems and processes, considerable knowledge of applicable legislation, policies, processes, general office policies and procedures. Considerable knowledge of office software and databases (Outlook, Excel, Word) in order to respond to action requests and to prepare and edit correspondence and respond to stakeholder inquiries. Excellent written and oral communication skills with an ability to build positive working relationships with others both internally and externally to the organization. An excellent knowledge of political sensitivities and the interests of diverse stakeholders is essential. The incumbent must be able to react to sensitive situations in a calm and professional manner. Ability to collaborate & manage changing priorities and tasks.

**Preferred Qualifications**:
Post-secondary education and designation as a Qualified Administrative Assistant or equivalent an asset.



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