Business Performance Coordinator (Temporary)

Job Title: Business Performance Coordinator

Reports To: Director, Business Performance

Employment Indicator: Temporary – 12 Months

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 Director, Business Performance the Business Performance Coordinator, is responsible for leading the planning, organizing, and coordination of various APEGA-wide programs. The Business Performance Coordinator works collaboratively across the organization at all levels from Administrative to Executive, to enable effective and efficient implementation and execution of key operational processes and programs. These programs include Records Management, Privacy, the Business Process Management System, Occupational Health and Safety, Crisis Management, the Project Management Office, Office Services and enterprise/organization-wide scheduling.

As a result of cross-organizational engagement, this role identifies and makes recommendations for process improvements and change initiatives for APEGA leadership, including identifying gaps and risks. This role will also lead business improvement projects at the direction of the Director. Day-to-day, this role is self-directed and is responsible to the Director for program outcomes and deliverables.

Responsibilities

• Managing APEGA’s Controlled Documents program by providing process support and advice to the business, including proactively building and managing document inventory, managing the process of document development, maintaining organizational alignment, coordinating access, and coaching business areas in key processes.
• Identifying process or other improvement opportunities (e.g., policy gaps), leading and participating in end-to-end improvement initiatives and projects, as required.
• Supporting the Director on the strategic management of key Corporate Services and Records Management programs including:

* Lead planning, implementation and execution of records clear out/clean up critical APEGA records and digital platforms.

* Remaining current on status of programs and preparing reports and program dashboards for the Director.

* Consistent improvement of program related tools.

* Drafting of reports and communications on process, updates, and changes.

* Administering staff training related to records.

* Monitoring program, maintaining and updating program records and files.

* Identifying risks and opportunities for program improvements.

* Coordinating process-related decisions and implementing changes and improvements with key stakeholders.

* Collecting and maintaining data and metrics to support internal reports.

* Monitoring program or project budgets where applicable.

* Managing [email protected] inbox, handle privacy information requests, and privacy related communications, internally and externally.

• Identifying potential scheduling issues in the short and long-term horizons and providing recommended solutions considering organizational capacity.
• Monitoring and following up on the scheduling and completion of items on the APEGA Annual Cycle.
• Acting as the point of contact for APEGA Master Calendar, to avoid conflicts and address downstream impacts to the organization.
• Leading end-to-end projects as identified by the Director, Business Performance.
• Managing the planning of projects as assigned to ensure the project has clearly defined scope, resources, schedule, and budget.
• Providing support for the Project Management Office, as assigned by the Director, Business Performance.
• Researching, creating, coordinating and completing project documentation, ensuring it is accurate and complete.
• Providing regular project updates to relevant internal stakeholders.
• Identifying opportunities for process improvements within the Project Management Office.

Competencies, Skills & Attributes

Competencies

Core:

• Exemplifying Integrity
• Fostering Communication
• Results Orientation
• Service Excellence
• Teamwork

Functional:

• Adaptability (3)
• Analytical Thinking (2)
• Improving Business Processes (3)
• Problem Solving (3)
• Project Management (2)

Knowledge, Skills & Abilities

• Experience and knowledge of change management, project management and process principles, methodologies and tools including Quality Management Systems/ISO/Business Process Management Systems (e.g., records management, document control, operational processes)
• Knowledge of EGP Act, Regulations, and Bylaws and Occupational Health & Safety in an office environment
• Knowledge and understanding of privacy legislation
• High proficiency in Microsoft Office 365 Suite, including Word, Excel, PowerPoint, and Outlook
• Microsoft SharePoint – end user design and configuration of pages
• Microsoft Visio and Microsoft Project skills
• Ability to collaborate with a diverse group of stakeholders
• Excellent time management, organizational and administrative skills
• Budget and expense management skills
• Strong data analysis & problem-solving skills
• Strong communication skills, written and spoken
• Strong facilitation and technical writing skills

Qualifications

• Diploma or degree in a related field
• Project Management, Lean or Change Management certification is an asset
• 3-5 years’ experience in a coordinator role involving records and document management, quality management systems, process improvement and change management.
• Enthusiastic change agent with experience supporting organizational change efforts

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.