Position Profile


Job Title:  HR Branch Coordinator

Work Unit:  Strategic and Business Services/Human Resources Services

Ministry:   Alberta Treasury Board and Finance

Competition Number:  1039997

Date:  January 2017
 

Purpose

 

The Branch Coordinator provides comprehensive executive support services as well as branch coordination, issues management and communication functions that support the branch activities. Reporting to the Executive Director, the position is responsible for the preparation of action requests, briefings and other documents, calendar management, contract administration, budget coordination and reporting, tracking of project management initiatives, generate data reports and general office oversight and administration. The position also handles day to day administrative matters within the Branch including scheduling complex meetings/workshops and the prioritization, response and when necessary delegation of incoming correspondence.

This position is seen as a “bridge” role between Administrative Support and Program Services work.

Responsibilities and Activities

 

Issues Coordination

  • Monitor and track progress on the HR Operational plan activities, which includes key deliverable dates, milestones and timing of when briefings should be brought to the ADM, DM and/or Executive Team.
  • Prepares and coordinates briefing notes and memos for Executive Team.
  • Communicates extensively with offices of key stakeholders to request and distribute information and determine appropriate response strategies to various HR related issues in the department.
  • Independently researches and provides background material from a variety of sources for HR related issues (environmental scanning).
  • Leads, participates, and/or coordinates projects to assist the leadership team in driving forward the strategic and operational plans of the HR Services Branch.

Provide support to the HR Workforce Analyst

  • Generates reports and statistics to support the work of the HR Workforce Analyst position.
  • Will produce and distribute reports as part of regular HR Branch business processes (e.g. vacation liability report).

Provide Executive Support to Executive Director and Director HR Services

  • Reviews, assesses, and tracks correspondence directed to and from the Executive Director and Director, identifying and bringing urgent and important concerns and issues to their attention as appropriate.
  • Forwards correspondence to appropriate area of the branch for information, draft replies, and/or comments; tracks status of replies and actions to be taken.
  • Composes correspondence for the Executive Director and Director on own initiative or according to general instructions.
  • Prepares and/or formats reports, summaries, presentations, and other documents using business productivity software.
  • Prepare agendas and take minutes for various HR meetings (ex. HR Management, All Staff) and follow up on any actions required.
  • Schedule meetings, schedule/coordinate conference room use.
  • Make travel arrangements, book conferences, workshops and special events. This would include coordinating catering, liaising with presenters, and preparing meeting packages.
  • Review and track invoices and expense claims submitted for EO approval.
  • Research information and develop correspondence for sensitive or contentious circumstances for the HR Executive Director/Director/ADMs' and branch Executive Directors' signature, i.e. Prepare employee condolence letters for the Deputy Minister's signature.
  • Research files or issues as required.

Action Requests

  • Coordinates branch responses to action requests to support the provision of accurate, high quality and timely responses consistent with relevant Government and Ministry policies and procedures.
  • Gathers information from various sources and researches background material prior to forwarding requests to appropriate branch representatives for preparation of draft responses.
  • Liaise with the offices of the Deputy Minister, ADMs and Branch Executive Directors and other department staff members to appropriately respond to Action Requests and requests for information.
  • Tracks and monitors status of responses and briefings using Action Request Tracking System (ARTS) software.
  • Edits, proofreads, and finalizes action request responses; verifies documents for accuracy, consistency, and conformity to relevant correspondence manual guidelines, standards and formats.

Lead HR Budget Coordination

  • Reviews budget instructions and guidelines to assist the Executive Director/Director with development and maintenance of branch budget; coordinates preparation of budget submissions for approval of Director.
  • Tracks, monitors, and analyzes expenditures to identify cost pressures and variances; prepares forecasts and status reports; and brings concerns and recommended adjustments to attention of the Director.
  • Oversees invoice processing, ensuring invoices are appropriately reviewed, coded and processed for payment; verifies payments through review of IMAGIS reports; and resolves related issues as required.
  • Prepare expense claims in accordance with governing financial policies and procedures and ensures financial transactions are accurately and promptly processed.
  • Prepare and distribute quarterly updates to HR Management Team on HR budget. Provide options/suggestions of best approach to utilize financial resources.
  • Coordinate and prepare submissions for Financial Services during budget call.
  • Coordinate and lead ad hoc budget exercises as required.
  • Act as liaison with Finance Branch when necessary to resolve issues.

Branch Administration

  • This position is the lead for all office administration procedures and standards. The position identifies administrative issues with potential to impact branch operations and recommends associated solutions; As needed, works with HR Assistants to support the development, implementation and maintenance of administration systems, processes, and procedures to support branch business needs and enhance operational efficiencies;
  • Provides branch staff with assistance and information relating to administration matters (i.e. preparation of expense claims; travel arrangements);

Supervises HR Summer student

  • Supervises HR Summer student including the allocation and management of workload, development of performance agreements and learning plans; training and coaching; performance management.

Lead or participate on Special Projects, Teams, and Committees Related to Branch and/or Department Initiatives

  • Project work assigned in relation to the department’s HR operational plan.
  • Leads the Administrative Support Staff meetings to address quality improvements and streamlining branch functions.
  • Participate in Cross ministry committees such as TBF EA meeting.

Scope

 

The Branch Coordinator provides a wide range of complex office support and strategic administrative services to the Executive Director. This position coordinates the information flow between the Executive Director and the Minister's Office, Deputy Minister’s Office, CHR/Public Service Commissioner's Office, Assistant Deputy Minister’s office, Division Executive Directors.

This position works independently within established Department policies/guidelines, CHR regulations and guidelines in responding to correspondence, analyzing, redirecting or resolving issues and budget coordination, preparation and monitoring. This position also provides information/responses to enquiries from the Minister's office, Deputy Minister's office, CHR/Public Service Commissioner's Office, and all divisions, and branches across the department. Position requires extensive knowledge of department-wide programs/issues/structure to be able to be able to respond to various inquiries/issues or direct to the most appropriate area. The Branch Coordinator demonstrates considerable initiative, creativity, and judgement by developing and implementing administrative processes that improve branch operations and enhance support provided to clients. This position must be able to develop internal administrative, tracking, and information retrieval systems; interpret administrative guidelines in unusual or complex situations, and solve related problems.

This position must also have a strong understanding of relationships with and interests of clients and stakeholders to respond to enquiries and requests for information and resolve administrative issues. Work must be performed with a high degree of accuracy and initiative, and discretion is essential given the confidential and sensitive information dealt with.

This position is relied on to coordinate the preparation of budget, annual reports and other financial submissions; prioritize issues and workload; and interact positively with clients and stakeholders, with work often performed under the pressure of multiple deadlines and tight timeframes.

Knowledge, Skills and Abilities

 

Education/Experience:

  • High School Diploma
  • 4 years progressively responsible administration/office experience in a large organization

Branch Coordinator must have strong and demonstrated:

  • verbal communication and interpersonal skills to communicate with division/branch staff members, clients, and stakeholders and negotiate acceptable solutions to administrative problems or conflicts
  • writing, proofreading, and editing skills
  • organizational and time management skills
  • analytical and problem solving skills to recommend viable and effective administrative solutions and compile, summarize, and coordinate information
  • records management skills
  • commitment to confidentiality, tact, and diplomacy

Branch Coordinator must be able to:

  • plan, priorize and coordinate multiple tasks and projects while carrying out ongoing administrative responsibilities
  • work independently as well as contribute and support leadership within the team
  • proactively identify concerns, issues and potential solutions and recommendations.
  • demonstrate initiative, sound judgment, attention to detail and creativity relating to responsibilities

Branch Coordinator must have extensive knowledge of:

  • The Action Request Tracking System (ARTS).
  • IMAGIS (people soft based financial and human resource information system), and Exclaim (expense claim system linked to people soft information system)
  • Minister’s and Deputy Minister's Correspondence Guidelines.
  • Departmental budgeting process and division reporting requirements
  • CHR Directives/Regulations/Legislation and Policies, Human Resource Directives, Departmental Administrative policies and procedures and the Department Organizational structure.
  • Computer applications including word

Contacts

 

Position has extensive contact with:

  • Deputy Minister's Office, ADMs, Finance Branch, Branch Executive Directors, Pay & Benefits, and other department staff in the resolution of issues, exchange of information, routing of action requests/correspondence, and scheduling of meetings.
  • All levels of staff throughout the department to interpret administrative, Human Resources and Corporate Human Resources (CHR) policies and procedures.
  • Vendors when making arrangements to purchase products, arrange contracts and book facilities.

Supervision Exercised

  N/A

 

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