26-10 Registration Operations Coordinator

APEGA•Edmonton, AB

28d

About The Position

Reporting to the Registration Services Manager, the Registration Operations Coordinator (ROC) represents the Registration department as an SME on specialized projects and committees. The role is responsible for system and process flow compliance and functionality, internal and external data integrity, as well as the investigation and monitoring of all systems utilized by the Registration Department and the organization as a whole. The role identifies opportunities to improve these systems, reduce risk, and enable the Registration department to be compliant with statutory policy and legislated requirements

Requirements

Completion of a post-secondary diploma or degree in a related field.
4-5 years of progressively responsible coordination or senior administrative experience in process improvement, quality assurance, in executive support roles in a professional environment that have systems applications.
Demonstrated ability to communicate with empathy, professionalism, and respect when engaging with diverse stakeholders, including during sensitive or high‑stress situations.
Strong problem‑solving skills, with the ability to assess member needs, provide clear information, and resolve issues efficiently or escalate appropriately.
Experience interpreting policy and legislative guidelines is required.
Experience working with Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook) and various databases or systems is required.
Strong communication and language skills are required.

Nice To Haves

Post-secondary degree in a related field alongside work-related experience is a strong asset.
Environments that have legislative or regulatory authorities will be considered an asset.
Broad knowledge of IT terminology, information management systems (i.e., APTIFY), and SQL code is considered an asset
Knowledge of Domestic and International Engineering and Geoscience Mutual Recognition Agreements

Responsibilities

Represent the Registration department as an SME on specialized projects, on committees and coordinates management of specialized projects or activities to ensure the needs of the Registration department are understood and considered at an organizational level.
Coordinating Deferred Board of Examiner (BOE) decisions by: Interpreting and understanding BOE decisions and ensure that they are communicated effectively with applicants. Understand how various APEGA departments are involved during the deferral process, and coordinate with other departments when required. Practice sound decision making in routing a deferred application between APEGA departments.
Liaise with IT to provide troubleshooting, solutions, and feedback relating to the Online Application System, APTIFY, Formatta, ImageConnect, myAPEGA/BOE Portal, and other applications as needed.
Develops use cases, implements and documents initial testing and User Acceptance testing for Registration related and/or impacted IT fixes and improvements.
Manages all service tickets for database merges and deletes, and document modification for both inter- and intra-departmental requirements, to ensure the accuracy of the internal database and external Member Registry.
Coordinates character cases by prioritizing, reviewing, and managing documents, as well as following-up on outstanding items and decisions.
Maintains thorough case documentation for character cases, ensuring case decisions are accurately filed and logged for future reference.
Thoroughly investigates both voluntary and involuntarily initiated cases with character issues
Conducts and documents interviews with applicants and any other involved parties
Gathers pertinent documentation, where applicable
Manages the content development for the APEGA Registration Department for APEGA’s CMS, collecting pertinent information from stakeholders.
Researches, writes, and edits the Registration Department’s website content, ensuring content receives applicable approvals, as required.