26-32 Registration Program Coordinator

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