26-32 Registration Program Coordinator

APEGA; Edmonton; On-site; CAD 48,000 - 64,000; Full time

Job summary

APEGA is seeking a Registration Program Coordinator in Edmonton to support the application process for membership. You will review documentation, coordinate all stages of licensure, and advise applicants on next steps, ensuring timely and fair processing in line with regulatory requirements.

The role requires strong organizational and communication skills, experience with databases and MS Office, and the ability to handle high volumes with accuracy and professionalism in a fast-paced environment.

Qualifications

• Post-secondary diploma or degree in a related field.
• Professional registration or familiarity with regulatory processes is an asset.
• Experience in handling licensure or membership applications preferred.
• Minimum 5 years of administrative experience in a professional setting.

Responsibilities

• Ensure applications are administratively complete and within legislative timelines.
• Maintain fairness of the application process with due process for all applicants.
• Coordinate all stages of the application process and advise on next steps.
• Review documentation and information provided for application requirements.
• Communicate status and next steps to applicants and references.
• Use multiple tools and software to manage application statuses and communications.
• Provide coverage for the Registration Services team as required.
• Suggest process improvements and support departmental initiatives.

Skills

Communication

Organization

Attention to detail

Problem solving

Teamwork

Adaptability

Analytical thinking

Customer service

Education

Post-secondary diploma or degree in a related field

Tools

Microsoft Office

Databases

ERP systems

Job description

Job Title: Registration Program Coordinator

Job Family: Coordinator

Department: Registration

Reports To: Supervisor, Registration Program Coordinator

Division: Regulatory

Location: Edmonton

Competition: 26-32

Employment Indicator: Permanent, Full-time

Position Summary

Reporting to the Supervisor, Registration Program Coordinators, the Registration Program Coordinator provides knowledge and support throughout the application process and is responsible for processing applications for membership with APEGA.

Responsibilities

• Using experience and critical thinking to determine the validity and applicability of documentation, records, and information submitted for licensure by:

• • Ensuring that applications are administratively complete, and that all requirements are completed appropriately within allotted legislative timelines
  • Maintaining the fairness of the application process, by providing equal judgement and due process to each and every applicant
  • Coordinating all stages of the application process and advising on possible future courses of action
  • Coordinating and reviewing required documentation and information provided, pertaining to application requirements
• Advising on the status and next steps for applications, based on individual circumstances through:
• Understanding and utilization of the EGP and PGA
• Practicing sound judgement to protect and understand the integrity of both internal and external Registration processes
• Proactively diagnosing and guiding applicants, validators and references on areas of concern or deficiency, or items that need to be amended
• Sending written acknowledgement, reminders and notices informing applicants of the status of their applications
• Explaining possible courses of action for applicants, based on personal credentials and experience

• Using several different tools and software systems to manage and update application statuses, send communication and forms to applicants, references or validators, as well as other APEGA Staff.
• Troubleshooting inter and intra departmental technical issues, and liaising with the IT Department to find solutions to technical issues
• Responding to high volumes of inquiries regarding processes and requirements for all stages of the application (pre-processing, processing, review, and post-review) via email, phone call, or in person
• Providing other coverage for the Registration Services team as required
• Contributing and implementing suggestions for process and departmental improvements

Competencies, Skills & Attributes

Competencies

Core:

• exemplifying integrity
• fostering communication
• results orientation
• service excellence
• teamwork

Functional:

• Adaptability
• Analytical thinking
• Attention to detail
• Initiative
• Problem solving

Knowledge, Skills & Abilities

• Thorough knowledge of the Professional Governance Act, Engineering and Geoscience Professions Act and Regulations pertaining to Registration, as well as confidentiality protocols and privacy requirements
• Ability to understand and explain legislation as related to the registration process
• Proficiency in computer applications, databases and software, including Microsoft Office Suite
• Ability to interpret, research, and analyze a wide variety of source information and develop recommendations for applicants and potential applicants based on individual circumstances
• Excellent organization, and the ability to balance multiple tasks simultaneously
• Providing strong communication, both written and verbal, to a diverse and varied applicant pool
• Ability to interact in a calm and service-oriented manner during stressful situations is required
• Ability to collaborate with a diverse group of people to build and maintain strong working relationships with a high degree of demonstrated professionalism
• Ability to work independently with a high volume of work and associated legislative deadlines

Qualifications

• Post-secondary diploma or degree in a related field
• Exposure to environments that have legislative or regulatory authorities will be considered an asset
• 5+ years of administrative experience in a professional and office focused setting, providing sound rationale on processes or policies
• Experience working with Microsoft Office and/or various databases or systems is required
• Strong communication and language skills are required
• Use sound judgement and professionalism when supporting applicants, colleagues, and stakeholders through complex or sensitive situations
• Able to manage a high-volume workload while maintaining accuracy, strong organization, and responsiveness to competing priorities and deadlines
• Equivalencies may be considered