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Join to apply for the Administrative Assistant, Regulatory role at The Association of Professional Engineers and Geoscientists of Alberta (APEGA)

Join to apply for the Administrative Assistant, Regulatory role at The Association of Professional Engineers and Geoscientists of Alberta (APEGA)

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 Executive Assistant to the Deputy Registrar & CRO, the Administrative Assistant, Regulatory is responsible for providing day-to-day administrative support to the Executive Assistant to the Deputy Registrar & CRO, the regulatory division, regulatory projects and initiatives, and external stakeholder meetings. This includes board / committee meeting administration support, records management, tracking and follow-up on departmental work and project statuses, and receiving and addressing internal and external inquiries to maintain open lines of communication for the regulatory division.

This position also provides secondary administrative support to the departments within the regulatory division.

Responsibilities

• Provide day-to-day administrative support to the Executive Assistant to the Deputy Registrar & CRO, and the regulatory division, to ensure departmental processes, projects and communication are consistent and completed in a timely manner.
• Maintaining open lines of communication with the Executive Assistant to the Deputy Registrar & CRO.
• Managing the division calendar, and the APEGA Master calendar, inputting pertinent information for transparency across the organization.
• Supporting division inbox, receive, troubleshoot and address regulatory related inquiries from internal / external stakeholders in accordance with internal policies and procedures; ensuring consistency and accuracy of responses and redirecting the inquiry, where applicable.
• Assisting the regulatory division in stakeholder requests, both internal and external, gathering information, compiling reports and / or documents, or communicating with other departments and / or stakeholders to maintain open lines of communication.
• Managing contributions to Controlled Document Library (legal opinions, policies)
• Participating in Regulatory Administrator / Coordinator forums to support and build consistency, coordination and information exchange across the division.
• Scheduling and assisting the coordination of external stakeholder meetings including organizing participant schedules, agenda package compilation and distribution, meetings minutes, and virtually hosting these meetings.
• Drafting formal and informal communication on behalf of the regulatory division, boards and committees, when necessary.
• Assisting the department to prepare the quarterly statutory volunteer appointment report, to fill APEGA statutory committee volunteers’ renewals and new appointments.
• Tracking, recording and compiling departmental statistics, summarizing and reporting metrics, when requested.
• Supporting existing record retention and management processes, uploading documents to databases with accuracy and attention to detail
• Maintaining information and relevancy of the regulatory intranet pages, providing consistency and accuracy of information shared.
• Supporting special projects by providing administrative support, drafting correspondence, document management.
• Providing support to the departments for events, projects, and research when requested.
• Coordinating with other business units to ensure project objectives are successful.
• Providing coverage of administrative duties of the Executive Assistant to the Deputy Registrar & Chief Regulatory Officer as required.
• Providing backup administrative coverage for Administrative Assistants in the Regulatory Department.
• Job shadowing regulatory administrative assistants' duties to keep up to date on current departments’ procedures and policies.
• Actively and independently researching and providing recommendations on administrative departmental policies, processes and procedures

Core :

• Exemplifying Integrity
• Fostering Communication
• Results Orientation
• Teamwork

Functional :

• Adaptability (3)
• Attention to Detail (2)
• Information Management (3)
• Initiative (3)

Knowledge, Skills & Abilities

• Demonstrates knowledge, skills and the abilities in meeting management, minute taking, calendar management.
• Knowledge of document control principles and platforms, such as SharePoint
• High proficiency of computer applications and databases, including Microsoft Outlook, Word and Excel.
• Strong knowledge and awareness of confidentiality protocols and privacy requirements.
• Knowledge of the EGP Act would be considered an asset.
• Ability to function with a high degree of independence in supporting professionals, teams and committees in an administrative capacity.
• Excellent organization and prioritization skills
• Possesses a strong ability to build professional and productive relationships with internal and external stakeholders.
• Able to shift effort from tasks to task depending upon the urgency.
• Able to execute tasks with tact and subtlety in accordance with the situation.
• Maintain a strong commitment and focus to delivering exceptional and professional customer service.

Qualifications

• Post-secondary diploma in a related field.
• 3-5 years of progressively responsible administrative experience in supporting a professional team.
• Experience will include file management, correspondence preparation, handling and directing inquiries and / or committee work including agenda preparation and minute taking.
• Some exposure to environments that have legislative or regulatory authorities will be considered an asset.
• Experience hosting and organizing meetings is required.
• Strong communication and language skills are required.

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.

If you are interested in this position, please submit your cover letter and resume directly through our company website (https : / / www.apega.ca / about-apega / apega-careers ).

Thank you for your interest in APEGA.

Only those candidates selected for interviews will be contacted .

Seniority level

Seniority level

Entry level

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Full-time

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Administrative

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