Job Description
Job Requisition ID: 45773
Ministry: Education
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Regular/Temporary: Temporary until June 30, 2025
Scope: Open Competition
Closing Date: July 24, 2023
Classification: Administrative Support 5
Ministry of Education
Through safe and caring schools for all students, Alberta’s government is making life better by investing in education – one of the most important investments we can make in our future. The Ministry is responsible for: developing and evaluating curriculum; teacher development and certification; supporting students with diverse learning needs; funding and supporting school boards; First Nations, Métis and Inuit and Francophone education; and overseeing basic education policy and regulations.
Curriculum Division
Curriculum Division provides strategic leadership in establishing provincial standards and guidelines for curriculum for all subjects and grades Kindergarten to Grade 12. As part of the ministry’s ongoing focus on student learning, the division develops, reviews, revises and maintains provincial curriculum and associated learning and teaching resources in English and French.
Learning and Teaching Resources Sector
The Learning and Teaching Resources Sector contributes to the ongoing work of the Curriculum Division by ensuring the delivery, sustainability and scalability of authorized learning and teaching resources to support Alberta's provincial kindergarten to Grade 12 curriculum. This sector provides a centralized model for learning and teaching resource identification, procurement, development, authorization, and maintenance. To enable the sustainment and scalability of this work, the sector leads resource strategy, intellectual property, and resource management services.
Executive Directors Assistant
Reporting to the Executive Director of the Learning and Teaching Resources Sector, the Executive Directors Assistant is responsible in providing senior administrative support to the Executive Director and is responsible for assisting the Executive Director in the effective and efficient operation of the Sector ensuring coordination and continuity of the Sector when the Executive Director is otherwise occupied.
As Executive Directors Assistant, you will function as the Office Coordinator with daily administration support to the Sector and will be accountable for the following activities of the ministry including, but not limited to:
1. The affairs of the Executive Director's Office are coordinated and well-managed through the administrative leadership of this position.
- Provides advice and guidance to sector staff regarding administrative policies and procedures so that they are appropriately followed.
- Provides input and administrative support during the development of projects to reflect the priorities of the Executive Director.
- Liaises with staff across the sector regarding the development, production and distribution of reports and documents.
- Responds to or refers a variety of information requests or inquiries, liaising with the ADM's or DM's Offices as required.
- Communicates priorities of Division/Sector/Branch administrative issues and activities.
2. Correspondence, documents and schedule requirements related to the Executive Director are well managed and ready when needed to keep the Executive Director up-to-date.
- Drafts/prepares routine correspondence, such as binders, memorandums, letters, minutes and reports from copy or general instructions.
- Reviews, prioritizes, routes, and tracks all incoming correspondence to appropriate units and/or projects including management of the sector’s shared mailbox.
- Prepares and reviews reports, invoices, expenses, and a variety of forms for completeness, accuracy, and appropriate signatures.
- Tracks and process invoices using the CRMS and/or 1GX systems.
- Tracks budget and generates reports to enter actuals into budget activity sheets.
- Coordinates the Executive Director's calendar based on knowledge of the Executive Director's priorities and timelines.
- Develops and maintains Executive Director's files for all projects and committees in which he/she is involved; ensures files are up-to-date prior to meetings and brought to the Executive Director's attention.
- Reviews, sorts, and prioritizes all incoming correspondence to the Executive Director, brings urgent and important materials to the Executive Director's attention.
- Plans and coordinates multi-faceted travel, meeting, or function arrangements and registrations.
- Prepares and distributes meeting agendas.
- Maintains an up-to-date contact/mailing list for the sector on behalf of the Executive Director.
- Compiles background information to supplement inquiries and correspondence received by the Executive Director's office.
3. The Executive Director is kept informed of relevant events and issues, to facilitate effective management and resolution.
- Brings emerging operational issues to the attention of the Executive Director.
- Assesses ongoing functioning of the Executive Director's Office and recommends and/or implements solutions aimed at improving sector's efficiency and effectiveness.
- Coordinates and processes the completion of action requests as assigned and information requests, some of which are highly confidential, ensuring timelines reflect priorities and the nature of the tasks.
- Undertakes regular as well as special projects that directly affect the sector (e.g., staffing issues or supporting strategic projects).
- Ensures all information regarding incoming correspondence is logged electronically so that it can be tracked.
4. Workflow and high quality publications are facilitated by the desktop publishing skills and technical expertise the administrative support brings to the sector.
- Input documents from various sources. Convert documents from a range of software formats to in- house formats.
- Produce and convert documents to a printable or digital format ensuring high quality publications.
- Prepare, revise, and verify documents for consistency in layout/format and accuracy and work closely with editorial team.
- Provide advice to staff regarding format or layout to facilitate entries/input/revisions for the production of high-quality documents.
- Follow established standards and procedures required to appropriately file electronic documents for easy retrieval.
- Ensure completion of work assignments according to established guidelines, timelines, and an efficient workflow.
5. Administrative support activities are coordinated within the Branch, Sector and across the Division
- Liaises with administrative support staff in the Division to coordinate issue management and administrative services to bolster consistency across the Branch and Sector.
- Works closely with other Executive Directors and Administrative Assistants to meet timelines.
- Works closely with the Directors and Director’s Administrative Assistants within the Sector to meet commitments and timelines.
- Collaborates with other administrative staff to promote consistency of administrative operations including shared storage areas and software.
- Cover-off for other Administrative Assistants, Executive Assistant in the Director’s, ED's and ADM's Office when required during absences and vacation leaves.
- Provides guidance on training opportunities available.
- Monitors progress on actions to ensure they meet the timelines and priorities of the Executive Director.
- Monitors office supplies and completes orders for supplies and/or equipment.
- Maintains and monitors records management systems, ensuring file maintenance and records are up- to-date for the Executive Director's Office.
- Coordinates storage of old files with Central Records for the Executive Director's Office and the Sector.
- Serves as Facilities Contact for the Executive Director's Office.
- Supports the Sector Leadership Team and the Sector by recording and preparing meeting minutes; reviewing action items and bringing forward deferred items; preparing and circulating meeting agendas and background materials; and completing assigned items.
- Provides clarification and information as required (e.g. administrative policies, procedures guidelines and protocols).
A High school diploma and three years of related experience.
Equivalency: Directly related experience or education considered on the basis of: one year of experience for one year of education or one year of education for one year of experience.
This position requires the following skills and abilities:
- Strong political acumen and an ability to navigate changing priorities
- Excellent oral and written communication skills in English.
- Solid experience in supporting business leaders and related office administration experience
- Strong proficiency and experience with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, SharePoint and Teams).
- Strong desktop publishing skills and experience with various software applications.
- Sound senior administrative skills
- Strong computer skills, good knowledge of appropriate software and ability to organize data logically
- Excellent organization skills to manage and monitor multiple ongoing tasks
- Ability to make decisions independently while considering the consequences for and impact on the Executive Director
- Ability to work independently, take initiative, prioritize work, and follow through with tasks
- Solid interpersonal skills and professionalism in all interactions
- Ability to maintain confidentiality of sensitive and highly confidential information regarding government policy, budget, and human resource issues
- Attention to detail and accuracy
- Sound proof-reading and editing skills
- Ability to carry out extensive reformatting of documents as is appropriate for legal documents and/or for use on the Internet.
The following knowledge/experience are considered assets to the position:
- Experience with document tracking systems, e.g. Action Request Tracking System (ARTS) is preferred.
- Experience setting up and maintaining a records management system, coordinating office activities/ correspondence, and preparing meeting materials.
- Experience with accounting and budgeting procedures within the GoA, including government financial payment/reporting systems (CRMS, 1GX, etc.).
- Fluency in French
Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in-depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.
The link below will assist you with understanding competencies:
Critical Competencies:
- Drive for Results – There are opportunities to make a positive contribution to the position and team through identifying efficiencies, different ways of working or contributing to the work of others.
- Creative Problem Solving – Will seek innovative and effective ways to present information to leadership, including reporting on operational progress across the sector.
- Agility – Being able to anticipate and mitigate the emotions of others during challenging situations provides the opportunity to support the work effectively under all circumstances
- Develop Self and Others – Takes advantage of opportunities for continuous learning and applies learning to the work environment.
$1,884.99 to $2,307.87 bi-weekly ($49,198 - $60,235/year)
This is a full-time temporary position working 36.25 hours per week, Monday to Friday.
Working location is 8th floor, 44 Capital Boulevard, 10044 -108 St. NW, Edmonton.
Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.
Applicants are advised to provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience and relevant examples of required competencies.
In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time or full-time. For example: January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs shifts/week).
The final candidate may be required to undergo a security screening.
This competition may be used to fill future vacancies across the Government of Alberta, at equal or lower classification and salary.
Links and information on what the Government of Alberta has to offer to prospective employees:
- Working for the Alberta Public Service –
- Comprehensive benefits plan:
- Pension plan:
- Health Spending Account:
- Leadership and mentorship programs
- Professional learning and development
- Positive workplace culture and work-life balance
- Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreements
- Research Alberta Public Service Careers tool –
If you are not currently an employee with the Government of Alberta, the first step in applying for a job is creating your candidate profile within our online application system,
Existing employees should access the Career tile in 1GX to submit their application in order to be recognized as an internal applicant.
Once you have created your candidate profile, visit the Alberta Public Service job site to apply for jobs at
Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience and relevant examples of required competencies.
Resources for applicants:
- Apply for Jobs with the Alberta Public Service:
- Understanding the Alberta Public Service Hiring Process:
- ALIS:
This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.
We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.
If you require any further information on this job posting or a copy of the role profile ,and/or require a disability related accommodation during the recruitment process, please contact Adenike Adebayo-Coker at Adenike.Adebayo-Coker@gov.ab.ca
If this competition is closed as per the closing date noted above, please continue to check
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