Registration Program Coordinator

The Association of Professional Engineers and Geoscientists of Alberta (APEGA); Edmonton; On-site; CAD 52,000 - 68,000; Full time

Job summary

The Association of Professional Engineers and Geoscientists of Alberta (APEGA) in Edmonton is seeking a Registration Program Coordinator to support applicants through the licensure process. You will process membership applications and coordinate all stages of the process, ensuring timely and compliant outcomes.

Reporting to the Supervisor, Registration Program Coordinators, you will advise on next steps and contact applicants with status updates, using knowledge of the Engineering governance

Qualifications

• Thorough knowledge of the Professional Governance Act and related regulations.
• Ability to understand and explain legislation as related to the registration process.
• Excellent organization and ability to balance multiple tasks.
• Strong communication skills, both written and verbal.
• Experience with high-volume work and tight deadlines.

Responsibilities

• Determine validity and applicability of documentation submitted for licensure.
• Ensure applications are administratively complete and within legislative timelines.
• Maintain fairness and due process in the application review.
• Coordinate all stages of the application process and advise on next steps.
• Review required documentation and information provided for applications.
• Advise on status and next steps based on individual circumstances.
• Utilize multiple tools to manage application statuses and communications.
• Respond to inquiries via email, phone, or in person.
• Provide coverage for Registration Services as required.
• Contribute to process and departmental improvements.

Skills

Analytical thinking

Initiative

Problem solving

Education

Post-secondary diploma or degree in a related field

Tools

Microsoft Office Suite

Databases/Systems

Job description

Reports To: Supervisor, Registration Program Coordinator

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

Core

• exemplifying integrity
• results orientation
• teamwork

Functional

• Analytical thinking
• 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

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.