Professional Conduct Administrator

POSITION SUMMARY

Reporting to the Executive Officer of Regulatory Affairs, the position will focus on supporting the regulatory responsibilities of AAA related to professional conduct.

This position is an administrative role and will demonstrate a strong commitment to the values and beliefs of the Alberta Association of Architects (AAA), contributing to and being accountable for doing their part in supporting a positive and professional working environment.

JOB DESCRIPTION

PROFESSIONAL CONDUCT - One of the key tasks of this position is to be the first point of contact regarding complaints concerning our members' professional conduct. It will be the responsibility of the Professional Conduct Administrator to support the complaints review process which is a key role of AAA as a regulator.

The Professional Conduct Administrator will:

• Function as the primary point of contact for any formal complaints received against regulated members.
• Provide a summary of the processes to interested parties.
• Provide support to the Chair of the Complaints Committee Chair and Committee members is the various roles they take on.
• Collaborate with the Registrar, the Complaints Chair, and the Executive Officer of Regulatory Affairs to ensure that the complaints review process aligns with the requirements established under the Act, General Regulation/Bylaws and the policies established by Council.
• Utilize legal counsel where required.
• Create policies and procedures related to the portfolio.
• Collaborate with the Registrar, Registration Manager and senior leadership team to build and maintain effective and efficient processes that align with the legislation, regulations, schedules, bylaws and policies.
• Support and coordinate the work of the volunteers engaged in the complaints review process and provide support with any orientation or training, and ongoing support. This may include assisting with developing new training programs.
• Provide administrative support and coordination for any Hearings related to the complaint process.
• Another key role of this position is to review the new PGA and support implementation of any necessary changes to ensure compliance. This includes helping to ensure that the Complaint Review process aligns with any legislative and regulatory requirements.
• To that end, this position must understand the details of the legislated process.
• Keep meticulous records and notes for all files including logging all complaints, outcomes, and status.
• Maintain statistics, database files and metrics related to the Complaints and Discipline.
• Maintain the utmost confidentiality

OTHER

• Liaison between Regulatory Affairs and Communications regarding Hearings and outcomes.

EDUCATION & EXPERIENCE

• Preference for a post-secondary education in administration, business, management, office management or related field.
• A background in regulatory affairs, paralegal and/or experience in a professional regulatory environment would be an asset.
• A minimum of three years' experience in a senior administrative capacity.
• Advanced knowledge of MS Office, Adobe and Zoom.
• Solid understanding and experience with record keeping and record management.
• Knowledge of or experience in the field of architecture is an asset.
• Understanding of database management.
• Must speak, read, and write English fluently and must have above-average business writing skills.
• A combination of education and experience may be considered.

Considered Assets:

• Experience working in a Professional Regulatory Organization.
• Experience with leadership principles as they relate to non-profit/voluntary organizations.
• Strong knowledge/experience working with legislation and regulation.
• Understanding of complaint and discipline processes as well as knowledge and experience with quasi-judicial processes.

A combination of education and experience may be considered.

SKILLS & ABILITIES

• Extremely organized.
• Excellent research skills.
• Outstanding interpersonal and communication skills.
• Deep experience as a senior administrative assistant at a professional level.
• Must be professional, organized, and efficient.
• Excellent record management skills.
• Strong oral and writing skills in English.
• Advanced skills related to Outlook, Microsoft suite of products, advanced skills in Adobe and zoom are critical.
• Preference for experience in a regulatory environment and/or legal environment.
• Values and understands the importance of confidentiality and professionalism.
• Orientation toward diplomacy.
• A strong diligence toward detail and committed to producing accurate, high-quality work.
• Ability to manage multiple tasks and meet deadlines.
• Professional telephone manners.
• Able to establish and maintain cooperative working relationships internally and externally.
• Ability to work in a self-directed manner with minimal supervision.
• Excellent work ethic.
• Ability to thrive under pressure with competing priorities.

DISCLAIMER

This job description indicates representative responsibilities and specifications of the position only does not necessarily represent all responsibilities and specifications of the position. The incumbent may perform other duties as assigned, which are not specified in this description. A review and update of this job description will take place at the yearly performance review.

INSTRUCTIONS

To apply for this position, please provide a cover letter and resume to We thank all applicants for their interest; only those selected for an interview will be contacted

Job Types: Full-time, Permanent

Benefits:

• Dental care
• On-site parking
• Paid time off
• RRSP match
• Vision care

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Language:

• English (required)

Work Location: In person