25-12 Registration Operations Coordinator (Temporary)

APEGA; Edmonton; On-site; CAD 50,000 - 80,000; Full time

Job summary

Join a forward-thinking organization dedicated to public safety and community service. As a Registration Operations Coordinator, you will play a pivotal role in enhancing system compliance and data integrity within the Registration department. This position requires analytical thinking, strong communication skills, and the ability to work collaboratively across teams. You will represent the department on various projects, ensuring that processes align with statutory requirements while fostering a culture of integrity and accountability. If you thrive in a dynamic environment and are passionate about making a difference, this is the perfect opportunity for you.

Qualifications

• 4-5 years of administrative experience in process improvement.
• Post-secondary education in a related field is required.

Responsibilities

• Coordinate management of specialized projects for the Registration department.
• Liaise with IT for troubleshooting and solutions for applications.

Skills

Analytical Thinking

Attention to Detail

Problem Solving

Communication

Teamwork

Integrity

Leadership

Education

Post-secondary diploma or degree in a related field

Experience in process improvement or quality assurance

Tools

Microsoft Office

APTIY

SQL

Adobe Pro

Job description

25-12 Registration Operations Coordinator (Temporary)

Edmonton, AB, Canada

Job Description

Posted Tuesday, March 25, 2025 at 8:00 AM

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!

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.
  • Understanding how various APEGA departments are involved during the deferral process, and coordinate with other departments when required.
  • Practicing sound decision making in routing a deferred application between APEGA departments.
• Liaise with IT to provide troubleshooting, solutions, and feedback relating to the Online Application System, APTIFY, Formatta, ImageConnect, myAPEGA/BOE Portal, and other applications as needed.
• Develop use cases, implement and document initial testing and User Acceptance testing for Registration related and/or impacted IT fixes and improvements.
• Manage 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.
• Coordinate character cases by prioritizing, reviewing, and managing documents, as well as following-up on outstanding items and decisions.
• Maintain thorough case documentation for character cases, ensuring case decisions are accurately filed and logged for future reference.
• Thoroughly investigate both voluntary and involuntarily initiated cases with character issues
  • Conduct and document interviews with applicants and any other involved parties.
  • Gather pertinent documentation, where applicable.
• Manage the content development for the APEGA Registration Department for APEGA’s CMS, collecting pertinent information from stakeholders.
• Research, write, and edit the Registration Department’s website content, ensuring content receives applicable approvals, as required.

Knowledge

Skills/Abilities

Core:

• Exemplifying Integrity
• Fostering Communication
• Results Orientation
• Teamwork

Functional:

• 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
• In-depth knowledge of the Engineering and Geosciences Professions (EGP) Act, PGA, General Regulations, and By-Laws, with a strong understanding of how they are administered and the requirements for application with APEGA
• 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 a post-secondary diploma or degree in a related field.
• Post-secondary degree in a related field alongside work-related experience is a strong asset.
• 4-5 years of progressively responsible coordination or senior administrative experience in process improvement, quality assurance, in executive support roles in a professional environment that have systems applications.
• Experience interpreting policy and legislative guidelines is required.
• Environments that have legislative or regulatory authorities will be considered an asset.
• Experience working with Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook) and various databases or systems is required.
• Strong communication and language skills are required.
• Equivalencies may be considered.

Closing Date: Until successful candidate is found

We acknowledge all candidates working in their area of expertise may build their knowledge, skills, and competencies in several ways. We welcome candidates from a breadth of backgrounds, who may have equivalent skills and competencies to the ones listed above. There may be APEGA positions posted that have specific regulatory requirements, and in keeping with those requirements, APEGA will follow the guidelines that we are bound by. All candidates are considered with the objective to enhance APEGA’s people and culture.

Thank you for your interest in APEGA.
Only those candidates selected for interviews will be contacted.