Engagement Coordinator

2 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**:
Job Requisition ID: 41927

Ministry: Education

Location: Edmonton

Full or Part-Time: Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary: Regular

Scope: Open Competition

Closing Date: May 17, 2023

Classification: Administrative Support 5

**About Us**:
Through safe and caring schools for all students, Alberta’s government is making life better by investing in education - one of the most important investments we can make in our future. The Ministry has the following responsibilities: develop curriculum and set standards; evaluate curriculum and assess outcomes; teacher development and certification; support students with diverse learning needs; fund and support school boards; First Nations, Métis and Inuit and Francophone education; and oversees basic education policy and regulations

**Role**:
Are you interested in exercising your creativity and logístical skills to support internal and external stakeholder engagements? If so, the Strategic Engagement Branch within the Strategic Services and Governance Division may have a position for you

Reporting to the Director, Strategic Engagement, the Engagement Coordinator is responsible for completing essential administrative tasks that ensure the smooth delivery of business services for the branch. This position coordinates, schedules and acts as a liaison with business areas across the department and the GoA in the planning and delivery of stakeholder engagements. Responsibilities also include:

- Providing administrative services to support the effective and efficient operation of the branch. This involves preparing meeting materials and agendas, making travel arrangements, booking conference rooms and coordinating Action Requests including tracking, editing, and using basic knowledge of the Action Request Tracking system and department structure.
- Providing conditional grant and contract administration services to support effective & efficient branch operations. This position develops and administers related processes for the branch, including serving as main contact for contract and grant administration inquiries from staff and external stakeholders, using the Contract Resource Management System to pay invoices, and developing and maintaining a filing system to ensure the safe storage of records.
- Providing financial administration services to support effective and efficient branch operations. The position processes, codes, and tracks invoices for payment, responds to inquiries from suppliers and vendors, and reviews invoices, reports, and expense claims for accuracy.
- Supporting the branch in achieving its strategic mandate and goals. This involves developing, administering, and maintaining databases, and providing leadership and support to team members and our clients on matters related to the Action Request Tracking System, procurement, contracting, technology, new products and tools, and other related topics.

Your strong attention to detail and excellent verbal and written communication skills will be key to accurately proofreading, editing, and formatting various documents for the Director and other branch staff. Your experience that includes use of time management and organizational skills, along with your awareness of relevant branch, department and GoA policies and procedures will enable you to prioritize multiple and competing activities and respond to emergent issues with mínimal direction. Your proven ability to demonstrate sound judgement will be imperative when dealing with matters of a sensitive and confidential nature. Your well developed skills in agility will allow you to adapt to shifting priorities and work within a complex organization and with a continually changing business environment.

**Qualifications**:
A high school diploma, along with at least 3 years of progressively responsible related experience is required. Experience should include:

- Demonstrated experience working with the Action Request Tracking System, 1GX, Contract Resource Management System (CRMS) and proficiency with software such as Microsoft Office.
- Demonstrated experience with financial responsibilities such as assisting with the coordination of a budget, tracking, paying, and filing invoices, reconciliation of expense claims, and knowledge of relevant financial policies and procedures
- Demonstrated knowledge of relevant Government of Alberta policies, processes, and legislation such as the Freedom of Information and Protection of Privacy Act, records management, and policies related to hosting and travel

Related experience or education will be considered as an equivalency on a one for one basis.

**Assets**:

- Successful completion of post-secondary certificate, diploma, or a degree in a related field such as office administration
- Demonstrated experience in stakeholder planning that includes basic project coordination, booking boardrooms and travel arrangements, and coordinating agendas and meeting materials
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