Position Profile


Job Title:  Executive Scheduler

Work Unit:  Office of the Deputy Minister, Public Service Commission

Ministry:   Alberta Public Service Commission

Competition Number:  1042581

Date:  June 2017
 

Purpose

 

Reporting to the Chief of Staff (COS), Office of the Deputy Minister (DM), Public Service Commission (PSC), the Executive Scheduler supports the DM, PSC and the COS to achieve the mandate of the PSC through providing information management, operational, project management and senior administrative services.

  • The Executive Scheduler (working in partnership with the Executive Coordinator) has lead responsibility to manage the schedule of the DM, PSC and resolve issues relating to the schedule: this includes ensuring that the DM, PSC is appropriately briefed for each scheduled meeting.
  • Working in partnership with the Executive Coordinator, the Executive Scheduler provides support in liaising with the offices of the Assistant Deputy Ministers and Executive Directors of the PSC, and other senior Ministry and stakeholder representatives to coordinate work processes, administrative issues and information flow, so the DM, PSC is informed, prepared, and organized.
  • The Executive Scheduler works in partnership with the Executive Coordinator to integrate information from a variety of sources to alert the DM, PSC and the COS to emerging issues and provides associated solutions and recommendations. Both positions have a key role in facilitating effective communication within the PSC and with other areas of the Government of Alberta.  
  • The Executive Scheduler works in partnership with the Executive Coordinator to provide support and cover off for the coordination of financial activities for the office of the DM, PSC, including budget preparation activities, invoice tracking and payment, review and preparation of expense reports, and time reporting, all in accordance with Government of Alberta legislation, regulations, policies and directives.
  • This position, with the Executive Coordinator, briefs the DM, PSC and the COS on information and administrative issues with potential to impact PSC and provides comprehensive information to support operational planning and decision-making. The Executive Scheduler also provides leadership and guidance to administrative support positions throughout the PSC to ensure relevant information is delivered in a coordinated manner.
  • The Executive Scheduler manages administrative and operational projects as assigned by the DM, PSC and the COS.

The Executive Scheduler requires a thorough understanding of the mandate, goals, and priorities of the PSC to resolve complex issues related to the delivery of the PSC programs.

Responsibilities and Activities

  1.

This position (working in partnership with the Executive Coordinator), has the lead responsibility to manage the schedule of the Deputy Minister, Public Service Commission and resolve issues relating to the schedule.

Activities:

  • Schedules and organizes meetings involving senior department and public and private sector stakeholders.
  • Uses judgement and knowledge of the PSC issues and DM, PSC priorities and commitments to respond to meeting requests and resolve scheduling conflicts.
  • Ensures that the DM, PSC is appropriately briefed for each scheduled meeting.
  • Independently researches and provides background material from a variety of sources to the DM, PSC in preparation for meetings.
  • Collects and prioritizes discussion items for meetings; prepares and distributes agendas and minutes and follows up on action items.
  • Communicates extensively with offices of key stakeholders, such as the Minister’s Office, office of the Deputy Minister of Executive Council and members of the PSC’s Executive Team.
     
  2.

Works in partnership with the Executive Coordinator to provide support and cover-off for managing all information routed through the office of the Deputy Minister, Public Service Commission in an effective and efficient matter.

Activities:

  • Ensures confidential and sensitive materials and information flowing through the office of the DM, PSC are managed effectively, anticipating and resolving issues, proposing solutions, and alerting the DM, PSC and COS of urgent or sensitive matters and issues as appropriate.
  • Reviews incoming and outgoing mail directed to the DM, PSC and brings significant items to her attention.
  • Ensures contact information for all DM, PSC contacts is up-to-date, accurate and available to the DM, PSC.
  • Drafts and/or prepares correspondence on behalf of the DM, PSC as required, including proof reading for accuracy and correctness.
  • Develops, implements, coordinates, and evaluates processes, guidelines, and standards to ensure effective and efficient communication and information flow throughout the PSC.
  • When required, assists with coordination, compilation and preparation of briefing notes, documents, and other materials for submission to Minister’s Office, Executive Council, etc.  
  • Works with departmental FOIP coordinators to respond to FOIP requests.
     
  3.

Works in partnership with the Executive Coordinator to prepare, track and report budget and financial information for the office of the DM, PSC in accordance with established legislation, regulations, policies, and directives.

Activities:

  • Prepares budget plan for the office of the DM, PSC for review by the COS and DM, PSC.
  • Tracks and analyzes expenditures and cash flows to ensure budget funds are expended as forecast and targets are met; identifies variances; and prepares quarterly forecasts along with rationale for significant variances for discussion with the COS.
  • Coordinates the review of budget reports for accuracy; investigates and corrects discrepancies; and provides budget status and financial reports to the COS and DM, PSC.
  • Reviews and approves invoices and payables for the office of the DM, PSC, including determining appropriate budget and accounting codes.
  • Reviews expense claims for direct reports to the DM, PSC prior to review by the COS and DM, PSC, ensuring adherence to applicable GOA legislation, policies and directives.
  • Prepares expense claims for the DM, PSC.
  • Creates contracts for signature of the DM, PSC or COS, reviews contract payables prior to expenditure officer approval, and ensures contract payments are processed.
  • Coordinates time approval activities for the DM, PSC.
     
  4.

Provides senior administrative functions with leadership and coordination to ensure the effective operation of the office of the DM/PSC.

Activities:

  • Identifies administrative issues with potential to impact the operations of the office of the DM, PSC and develops solutions and courses of action to deal with issues.
  • Makes decisions and initiates actions regarding day-to-day administrative operations and workflow requirements within the office of the DM, PSC.
  • Coordinates accommodations, information technology, and office supply requirements for the office of the DM, PSC.
  • Maintains a ‘bring forward’ system and follow-ups to ensure the timely completion of tasks.
  • Implements and maintains a records management and disposition system for the office of the DM, PSC, in accordance with Government of Alberta records management policies and guidelines.
  • Interacts with walk-in inquiries including department officials, officials of other government departments and agencies, and the general public.
  • Updates office procedure manuals as required.
  • Provides cover off duties for the Executive Coordinator as required.
     
  5.

Lead ad hoc administrative initiatives and projects associated with the PSC operations.

Activities:

  • Coordinates implementation of new and revised department and government administrative policies, programs, and processes within the office of the DM, PSC.
  • Provides interpretation and advice to administrative staff members throughout the PSC in relation to administrative and operational policies, directives and procedures, including developing and guiding the implementation of standard administrative processes.
  • Participates in meetings with administrative staff to provide information and ensure consistency of administrative operations in accordance with relevant policies, procedures and guidelines; communicates and coordinates administrative requests, instructions, and procedures originating from the office of the DM, PSC.
  • Develops, implements, and evaluates administrative systems and processes to enhance operations and promote a positive team atmosphere and service culture within the PSC.
  • Represents the office of the DM, PSC on department and government committees working on new and revised administrative policies, processes, and procedures.
  • Coordinates planning and organization of the PSC business events as required, including booking facilities and arranging audio-visual requirements, coordinating attendance lists, preparing background materials, developing agendas, and attending sessions to assist with event delivery.

Scope

 

The Executive Scheduler manages the day-to-day information and operational requirements of the office of the DM, PSC. This position provides information coordination and senior administration services, working with minimal supervision and significant discretion in a fast-paced office environment and interacting continually with senior department, government, and stakeholder representatives. In addition to requiring a thorough understanding of the mandate and programs of the PSC, the Executive Scheduler requires an excellent understanding of relevant administrative and operational policies, guidelines, and standards.

The responsibilities of this position have department-wide impact, with the Executive Scheduler playing a critical role in administering and streamlining information flow within and beyond the office of the DM, PSC. The Executive Scheduler relays information and direction throughout the PSC on behalf of the DM, PSC and COS, coordinating processes and information. This position also coordinates information flow between the office of the DM, PSC and key stakeholders, requiring sensitivity to the diverse interests of stakeholders.

The position ensures that the DM, PSC is represented to all stakeholders in a professional manner; all stakeholders are provided with accurate and consistent information in a timely manner; responses to requests are coordinated; information flows effectively; and all levels of accountability/approval/confidentiality are maintained. Excellent judgement and regard for confidentiality of information is highly critical.

Creativity and analytical skills are required to support the DM, PSC with the delivery of accountabilities and achievement of goals. The volume, complexity, and diversity of issues dealt with require a high level of independence, initiative, and critical thinking. The Executive Scheduler exercises considerable independence and decision-making authority in relation to ensuring the effectiveness and efficiency of administration operations for the office of the DM, PSC.

In addition, this position represents the office of the DM, PSC on administration projects and manages the introduction of department and government administration initiatives within the department. Identifying administration and operational issues and recommending new and improved solutions, processes, and standards can pose challenges in terms of influencing decisions and obtaining consensus and commitment from all areas of the PSC.

The Executive Scheduler works within the parameters of established legislation, regulations, policies, and guidelines. The DM, PSC and the COS set general objectives for this position; however, the Executive Scheduler has considerable latitude and independence to determine areas of focus and priorities. This position exercises initiative to ensure effective administration processes are developed and implemented to meet the business requirements of the office of the DM, PSC and the PSC as a whole department.

Work is normally reviewed on completion for achievement of results and implications of decisions or recommendations.  The Executive Scheduler is expected to meet objectives in a professional manner consistent with relevant legislation, policies, and procedures. Administrative and operational issues without established policies, processes, guidelines, or clear precedent are discussed with the COS, typically in terms of solutions and recommendations developed by the COS to deal with the issues.

Knowledge, Skills and Abilities

 

The Executive Scheduler requires extensive knowledge and understanding of:

  • Public Service Commission and government organizational structures, mandates, and business plan goals 
  • Public Service Commission priorities, issues, and services to assign requests, obtain information, manage schedules, and ensure appropriateness of information contained in correspondence and other documents
  • mandates of and relationships to key stakeholders and clients  
  • applicable policies, procedures, and guidelines pertaining to the delivery of administrative services (e.g., action requests; budget and account codes; expenditure officer, procurement card, and expense claim policies; correspondence guidelines; contract administration; records management; travel and hosting)
  • applicable legislation (e.g., Freedom of Information and Protection of Privacy Act)
  • automated systems and software tools used to carry out responsibilities (e.g., Microsoft Outlook, Word, Excel, PowerPoint, Budget Module, ARTS, Exclaim, the internet / intranet)

The Executive Scheduler must have highly developed and demonstrated:

  • critical thinking skills to recommend viable and effective administration solutions and review and coordinate information for the DM, PSC and COS
  • highly defined organizational and time management skills to prioritize activities, issues, and multiple demands
  • written and verbal communication skills to ensure the high quality of all documents, submissions, and correspondence originating from the office of the DM, PSC
  • interpersonal, consultation, and conflict resolution skills, including ability to handle sensitive and/or controversial situations and negotiate agreement and commitment to varied administrative processes
  • leadership and relationship management skills
  • analytical, research, and problem-solving skills
  • project planning and management skills
  • commitment to confidentiality, tact, diplomacy, client service, teamwork, and continuous improvement

The Executive Scheduler must be able to:

  • administer complex information flows and assignments within tight and non-negotiable time frames
  • make decisions and judgments on sensitive, confidential issues requiring immediate attention
  • adapt to changing priorities and demands of a high volume workload
  • function independently as well as lead and contribute within a team environment
  • demonstrate initiative, flexibility, sound judgement, and creativity.

Contacts

 

This position has regular and ongoing contract with:

  • Office of the Minister to exchange and provide information, resolve issues, and provide support
  • Office of the Deputy Minister of Executive Council and other Deputy Minister Offices across government to provide information, resolve issues and provide support
  • Office of the PSC’s Assistant Deputy Ministers and staff members to provide direction on assignments and information requests, coordinate responses to issues, interpret administrative policies and procedures, and exchange information
  • PSC Human Resources, Financial Services, Information Technology and other support services representatives to exchange information, resolve issues, and coordinate responses to initiatives and projects
  • offices of senior stakeholder and government representatives to exchange information, respond to enquiries, and resolve issues

Supervision Exercised

  N/A

 

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