25-21 Career Development Administrator

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**: Career Development Administrator Job Family: Administrator
**Department**: Outreach & Product Services Reports To: Career Development Manager
**Division**: Professional Sustainability Location: Edmonton
**Competition**: 25-21 Employment Indicator: Temporary (11 Month Term)
Position Summary
Reporting to the Career Development Manager, the Career Development Administrator provides administrative support to department staff and contributes to the efficient and professional operation of the Career Development department.

**Responsibilities**:

- Checking daily if course status is updated correctly on Aptify
- Opening tickets as required
- Collaborating with IT on various solutions and processes required
- Acting as online producer for virtual professional development (PD) sessions for members
- Administering and coordinating the day-to-day management of the Continuing Professional Development (CPD) Program reporting on performance and outcomes.
- Managing registration of participants
- Assisting in planning and organizational aspects of the yearly Professional Development Conference, including monitoring the PD inbox during the event, troubleshooting, and producing sessions
- Assisting the Professional Development Coordinators, including creating events in CVent and ON24, creating lobby videos, and maintaining the metrics spreadsheet
- Archiving items on APEGA’s virtual event platform (ON24) and LMS, and downloading reports
- Contributing to month end reports
- Collecting NPS and registrant data from post event surveys
- Entering department events onto APEGA’s master calendar
- Booking rooms for in-person PD sessions
- Drafting speaker agreements and storing agreements as needed
- Creating and sending post PD session surveys and certificates to attendees
- Coordinating department meetings, including organizing room bookings, meeting location logistics, creating meeting agendas and meeting packages, and taking meeting minutes
- Set-up and take-down for in-person events
- Troubleshooting with members who request registration and access to PD sessions and online learning modules
- Drafting formal and informal documents and communication to or on behalf of the department
- Planning travel arrangements and completing expense invoices, claims, and reimbursements, if requested by department staff
- Verifying and coding speaker and vendor invoices
- Informing department staff of any administrative protocol or policy changes
- Responding to department inquiries from APEGA staff and members, escalating as needed
- Identifying opportunities for automating workflows to improve efficiencies
- Providing excellent customer service and following-up on issues and or concerns, escalating when necessary
- Support the promotion of future member events by creating session slides and updating pre-event slideshows regularly

Competencies, Skills & Attributes
Competencies Knowledge, Skills & Abilities
**Core**:

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

**Functional**:

- Adaptability
- Attention to Detail
- Digital Literacy
- Initiative
- Problem Solving
- Strong knowledge of document control principles and platforms, such as SharePoint
- Familiarity with Member Management Software such as Aptify
- Excellent organization, prioritization, and problem-solving skills
- Strong customer service and interpersonal skills
- Strong organizational and time management skills
- Strong attention to detail
- Strong writing and editing skills
- Proven ability to work independently as well as in a team setting
- Ability to maintain confidentiality of information
- Meeting management, minute taking and records management skills
- Ability to function with high degree of independence and confidentiality
- Ability to build and maintain strong and effective working

**Qualifications**:

- Post-secondary diploma in a related field
- 2-3 years of administrative experience in supporting a professional team
- Experience will include file management, correspondence preparation, handling and directing inquires, updating databases, and responding to customer service requests in a professional environment
- Experience working with Microsoft Office and/or various databases or systems is required.
- Strong communicatio