24-23 Registration Operations Coordinator

Edmonton, AB, Canada Req #95

Thursday, October 10, 2024

Want to be part of a team that makes a difference? Come be part of the change.

Since 1920, APEGA has been regulating the practices of engineering and geoscience to serve the public interest in Alberta.

We are looking for energetic people who thrive in a dynamic, fast-paced, and challenging environment. You are committed to serving the community with integrity, accountability, and innovation, and capable of delivering exceptional service. If you reflect these values, have the knowledge, skills, and abilities to make a difference through your work, and are passionate about acting in the best interest of public safety - then come be a part of our diverse and inclusive team

**Job Title**:
**Registration Operations Coordinator**

**Job Family**:
**Coordinator**

**Department**:
**Registration Services**

**Reports To**:
**Stephanie James**

**Division**:
**Regulatory**

**Location**:
**Edmonton**

**Competition**:
**24-23**

**Employment Indicator:
**Permanent**

**Position Summary**

Reporting to the Registration Services Manager, the Registration Operations Coordinator (ROC) represents the Registration department as an SME on specialized projects and committees. The role is responsible for system and process flow compliance and functionality, internal and external data integrity, as well as the investigation and monitoring of all systems utilized by the Registration Department and the organization as a whole. The role identifies opportunities to improve these systems, reduce risk, and enable the Registration department to be compliant with statutory policy and legislated requirements

**Responsibilities**
- Represent the Registration department as an SME on specialized projects, on committees and coordinates management of specialized projects or activities to ensure the needs of the Registration department are understood and considered at an organizational level.
- Coordinating Deferred Board of Examiner (BOE) decisions by:

- Interpreting and understanding BOE decisions and ensure that they are communicated effectively with applicants.
- Understand how various APEGA departments are involved during the deferral process, and coordinate with other departments when required.
- Develops use cases, implements and documents initial testing and User Acceptance testing for Registration related and/or impacted IT fixes and improvements.
- Manages all service tickets for database merges and deletes, and document modification for both inter
- and intra-departmental requirements, to ensure the accuracy of the internal database and external Member Registry.
- Coordinates character cases by prioritizing, reviewing, and managing documents, as well as following-up on outstanding items and decisions.
- Maintains thorough case documentation for character cases, ensuring case decisions are accurately filed and logged for future reference.
- Thoroughly investigates both voluntary and involuntarily initiated cases with character issues
- Conducts and documents interviews with applicants and any other involved parties
- Gathers pertinent documentation, where applicable
- Manages the content development for the APEGA Registration Department for APEGA’s CMS, collecting pertinent information from stakeholders.
- Researches, writes, and edits the Registration Department’s website content, ensuring content receives applicable approvals, as required.

**Competencies, Skills & Attributes**

**Competencies**

**Knowledge**

**Skills/Abilities**
- Core:

- Exemplifying Integrity
- Fostering Communication
- Results Orientation
- Service Excellence
- Teamwork
- Functional:

- Adaptability
- Analytical Thinking
- Attention to Detail
- Initiative
- Problem Solving
- An in-depth understanding of the purpose and function of all positions within the Registration Department
- Comprehensive knowledge of self-regulating professions and regulatory environments
- Strong knowledge of case management and investigation practices
- Knowledge of confidentiality protocols and privacy requirements
- Broad knowledge of IT terminology, information management systems (i.e., APTIFY), and SQL code is considered an asset
- Knowledge of Domestic and International Engineering and Geoscience Mutual Recognition Agreements
- Committed to a high level of professional service
- Advanced computer skills, including, but not limited to, the complex knowledge and use of:

- Microsoft Office, such as Outlook, Excel, and Word
- Adobe Pro
- Member database systems, including document management systems
- Excellent communication, organizational and strong leadership skills are vital
- Possess strong interpersonal skills with the ability to influence and obtain consensus
- Ability to secure cooperation and commitment from peers in other departments and other groups
- Sound decision-making skills
- Proficient report writing and editing skills
- High attention to detail and accuracy

**Qualifications**
- Completion of