26-08 Registration Services & Program Administrator

APEGA•Edmonton, AB

22h•Onsite

About The Position

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! Reporting to the Supervisor, Registration & Mobility Services, the Registration Services & Program Administrator is responsible for the day-to-day administration of Registration Services related program delivery, documents, and functions. This includes, but is not limited to, providing high quality service and support to applicants through processing request for application updates, answering emails and phone calls, member applicant follow up and documentation, first tier technical support and assistance with the myAPEGA portal. This position prioritizes Inter Provincial Mobility Applications (IPMAs) in alignment with Bill-49: Labour Mobility Act, and works on in-depth service related tasks affecting potential and current applicants.

Requirements

Awareness of the Engineering and Geoscience Professions Act and Regulation and how it is applied in a regulatory and registration setting, as well as confidentiality protocols and privacy requirements.
Proficient understanding of APEGA registration policies and procedures.
Proficient knowledge of computer applications, databases and software, including Microsoft Office applications and ADOBE programs
Proficient knowledge of APTIFY, myAPEGA and related programs
Proficient knowledge of payment processing
Knowledge of privacy requirements and policies
Ability to interpret, research, and analyze a wide variety of source information and develop recommendations for applicants and potential applicants based on individual circumstances
Professional and exceptional professional service
Willingness to learn and troubleshoot
High attention to detail and accuracy
Organizational and time management skills
Excellent communication skills; written and verbal
Practical, analytical and innovative problem-solving skills
Conflict resolution skills
Set priorities and multi-task (answering phone calls while performing tasks) and meet time-sensitive deadlines
Retain large amounts of information
Communicate ideas, project and process concepts with ease and clarity, asking questions if unsure
Work with confidential information
Proven ability to work independently with minimal supervision and in a team setting
Ability to adapt to changes in policy, processes and procedures
Ability to self-motivate
Ability to learn and adapt to new databases and programs
Ability to interact in a calm and service-oriented manner during stressful situations
Ability to work and collaborate with a diverse group of people to build and maintain strong working relationships with a high degree of demonstrated professionalism
Post-secondary diploma in a related field
2-3 years of administrative experience in a customer contact setting providing first tier inquiry support combined with experience providing rationale on processes or services in a customer oriented/professional environment
Experience working with Microsoft Office and/or various databases or systems is required
Strong communication and language skills are required
Able to remain calm and professional during challenging interactions, respond with empathy and patience, build positive rapport with a wide range of individuals (includes internal/external stakeholders)

Nice To Haves

Some exposure to environments that have legislative or regulatory authorities will be considered an asset

Responsibilities

Providing guidance on the best course of action for each potential applicant to take based on their individual circumstances and in accordance with the EGP Act, Regulation and related policies and procedures.
Processing Inter-Provincial Mobility Applications (IPMA) in accordance with the EGP ACT and Bill-49 (Labour Mobility Act) including the collection, assessment and eligibility determination for Professional Member, Member in Training and Professional Licensee IPMA applications.
Being a liaison with the other jurisdiction contacts to ensure mobility runs smoothly.
Processing Member-in-Training applications.
Pre-screening submitted applications for quality assurance and communicating with applicants if information requirements are not fully complete.
Providing assistance in the initial processing of new member applications for registration when required, including updates on applicant statuses.
Providing knowledge and support to the Registration Department through managing inquiries regarding the application process at APEGA. Inquiries come in the form of telephone calls, walk-ins, emails.
Connecting scanned documents to applicant files.
Ensuring all answers to application and membership inquiries are consistent with APEGA’s policies and the EGP Act and Regulation.
Maintaining open communication with the Registration, Admissions, and Exams staff to ensure they are up to date with the workload and outstanding issues.
Fulfilling requests, completing transactions (financial and other) and forwarding requests as required, within the mandated timeframe.
Processing the Ethics Workshop M.I.T. applications twice yearly.
Resolving problems by clarifying issues, researching, and exploring answers and alternative solutions, implementing solutions, escalating unresolved problems.