Coordinator, Litigation & Hearings

College of Physicians; Edmonton; Hybrid; CAD 80,000 - 83,000; Full time

Job summary

College of Physicians seeks a Coordinator, Litigation & Hearings to support disciplinary hearings, appeals, reviews, and prosecution-related activities in Alberta. You will coordinate legal files, prepare documentation, monitor deadlines, and manage hearing logistics to ensure timely, fair regulatory processes.

Key duties include advanced legal admin support to leadership, drafting pleadings, maintaining audit-ready records, coordinating calendars and witness scheduling, and developing

Qualifications

• Certificate program in Legal Administration, Paralegal Studies, or Regulatory Compliance preferred.
• 5–7 years of progressively responsible regulatory/legal administrative experience.
• Experience with records management and regulatory guidance documents is a plus.

Responsibilities

• Coordinate prosecution and hearing files throughout their lifecycle, including evidentiary organization and drafting of pleadings and notices.
• Manage hearing logistics, calendar management, and witness scheduling, ensuring deadlines are met.
• Monitor legislative timelines and regulatory requirements to identify potential delays.
• Maintain audit-ready regulatory records and ensure hearing outcomes are tracked and executed.
• Develop and format evidentiary record bundles, exhibits, and hearing briefs for panels and court filings.
• Serve as the primary contact for external prosecution counsel and coordinate file transfers and disclosures.
• Lead maintenance of templates, forms, and practice tools for the Complaints Director and hearing teams.

Skills

Legal admin support

Document management

Calendar management

Regulatory compliance

MS Office mastery

Education

Certificate program in Legal Administration / Paralegal Studies

Tools

Microsoft Office 365

Job description

The Coordinator, Litigation & Hearings works closely with Professional Conduct leadership to support disciplinary hearings, appeals, reviews, and prosecution-related activities. This role coordinates legal files, prepares legal documentation and evidentiary materials, monitors legislative requirements and deadlines, and manages hearing logistics to support timely, fair, and effective regulatory processes.

KEY RESPONSIBILITIES:

• Provide advanced legal administrative support to Professional Conduct leadership, including the Complaints Director, Litigation and Hearings Counsel, and other senior leaders as required.
  • Coordinate prosecution and hearing-related files throughout their lifecycle, including:
    • Evidentiary organization, document control, and procedural tracking.
    • Initiation and drafting of pleadings and statutory notices.
    • Strict monitoring of jurisdictional deadline.
  • Coordinate hearing and appeal logistics, calendar management, and witness scheduling, ensuring all preliminary procedural requirements and filing
    deadlines are met.
  • Monitor and triage designated communications, assessing the urgency and nature of incoming legal matters, resolving routine procedural items, and
    escalating substantive issues to Counsel or the Complaints Director.
  • Monitor file progression against legislative timelines and regulatory requirements, identifying potential delays or procedural risks before they impact proceedings.
  • Maintain defensible, audit-ready regulatory records, documenting procedural steps and ensuring hearing outcomes, consent orders, and written decisions
    are accurately tracked and executed.
  • Develop, review, format complex evidentiary record bundles, exhibits, and hearing briefs for disciplinary panels, appeals, and court filings.
  • Serve as the primary administrative point of contact for external prosecution counsel, coordinating file transfers, disclosure packages, procedural inquiries,
    and timeline alignment.
  • Lead the maintenance and regular updating of departmental templates, standardized forms, and practice tools for the Complaints Director, Litigation Counsel, and hearing teams.
• Assist leadership with legislative review, legal research, and the preparation of regulatory guidance documents, policy proposals, and briefing materials.
• Identify opportunities to enhance administrative consistency and operational defensibility within Professional Conduct processes, proposing practical workflow
  solutions.
• Other duties as required.

QUALIFICATIONS:

• Required Minimum Qualifications:
  • Certificate program, with preference for Legal Administration, Paralegal Studies, or Regulatory Compliance.
  • 5-7 years of progressively responsible experience in regulatory, legal, tribunal or quasi-judicial administrative environments.
• Preferred Qualifications and Experience:
  • Working knowledge of administrative law principles, professional regulation frameworks, and rules of evidence.
  • Strong analytical, written, and verbal communication skills, with demonstrated ability to prepare clear and professional reports and correspondence.
  • Proficiency with Microsoft Office or Microsoft Office 365 programs.
  • Ability to manage multiple tasks simultaneously while maintaining a high degree of accuracy and attention to detail.
  • Demonstrated professionalism, working with confidential and sensitive information.
  • Certification or experience in records management, project management, or quality improvement is considered an asset.

SALARY

The annual salary for this position is $81,568 and includes a comprehensive benefits package and pension plan.

During the 90-day probationary period, the successful candidate will be required to work from CPSA's downtown Edmonton office. At the conclusion of a successful probationary period, a hybrid work arrangement may be considered.

Please note that the successful candidate will be required to provide a Criminal Record Check satisfactory to CPSA.

We thank all candidates for their interest in CPSA. Only those selected to move forward in our selection process will be contacted.

By applying to this position, you are confirming you possess either a Canadian Citizenship, permanent resident, status, or valid work permit.

Applications will be accepted until 4:00pm MST on Wednesday, October 28, 2026, or until a suitable candidate is identified.

CPSA embraces diversity and equal opportunity. The more inclusive we are, the better we can do our work. All candidates are considered for employment regardless of age, race, ethnicity, religion or belief, sex, sexual orientation, gender identity or expression, national origin, veteran or disability status.

CPSA's work of regulating physicians and physician assistants takes place throughout Alberta. Our office is in Treaty 6 Territory, traditional lands of many First Nations including the Cree, Saulteaux, Blackfoot, Dene and Nakota Sioux. We are located within the Métis Homeland and acknowledge the Inuit who call this place home.