Registrar

Created in 2007, the Elected Officials Education Program (EOEP) offers educational courses that are customized to the needs of Alberta’s mayors, reeves, and councillors so they have the knowledge and tools to serve their communities effectively. The EOEP is a non-profit organization that is jointly owned and operated by the Rural Municipalities of Alberta (RMA) and Alberta Municipalities (ABmunis).

The EOEP is renowned within Alberta’s municipal sector and has helped educate thousands of municipal elected leaders through in-person and online courses. Students who complete EOEP’s seven core courses are eligible to receive EOEP’s Municipal Elected Leaders Certificate through the University of Alberta’s Augustana Extended Education (AEE) program. 

As the coordinator of EOEP’s daily operations, the Registrar has the unique opportunity to be involved in the delivery of leading-edge education for elected leaders of communities across Alberta. 

The Registrar plays a pivotal role in planning, marketing, and hosting of EOEP courses including the coordination of instructors, administering contracts, managing the student database, course reviews, and providing customer service to students and municipal representatives. 

The Registrar reports to and works closely with RMA and ABmunis representatives, and reports on operations to the EOEP Board of Directors on a regular basis. This position requires attention to detail, excellent organizational skills, and a customer-oriented approach to help create a positive learning environment and increase student enrollment.

Know-How

Practical / Technical Knowledge 

• Post-secondary administrative diploma or several years of related administrative experience.
• Experience working in and/or an understanding of municipal issues and politics is an asset. 
• Highly competent computer skills (Microsoft Word, PowerPoint, Excel, Outlook, Project Management) including proficiency in online platforms such as Zoom and/or Teams.
• A valid Alberta driver’s license and access to a vehicle for business purposes.

Planning, Organizing and Integrating

• Strong organizational and time management skills required to work on numerous projects and coordinate multiple activities.
• Strong resourcefulness, creativity, and problem-solving skills and the ability to anticipate the needs of the program and its participants.
• Experience with project management is an asset. 

Communicating and Influencing Skills 

• Ability to work well in a team environment.
• Ability to work with minimum supervision and be self-managed.
• Manages confidential situations with discretion, respect and sensitivity.
• Fluent in English with strong communication skills (oral, written, and presentation). 

Responsibilities

• This is a part-time, permanent position working approximately 900 hours per year with opportunity for an increase in hours based on the growth of the program. The weekly work schedule may be adjusted for the suitable candidate. 
• In the year of a municipal election, extra time is required to organize and lead delivery of EOEP’s Munis 101 orientation course in person throughout Alberta and online.
• This position is eligible to work remotely from home anywhere in Alberta with high-speed internet, or work in-person at the RMA (Nisku) or ABmunis (Edmonton) offices.
• Travel is required when courses are held in-person – a minimum of three times a year at ABmunis’ and RMA’s conventions and will involve additional travel when a municipality hosts an EOEP course in their local community. 
• As the sole employee of EOEP, the Registrar primarily works independently while ABmunis and RMA administration provide ancillary supports (e.g. financial management, marketing, governance, strategic planning). 

Student focus 

• Serves as the first point of contact for students interested in the EOEP. 
• Anticipates student needs and incorporates them into goal setting and services.
• Prioritizes and continuously demonstrates exceptional customer service.
• Forms strategic relationships with students to improve the customer experience. 
• Designs administrative processes with the student experience as top of mind.
• Promotes EOEP at relevant conventions and conferences.

Administration 

• Plans in-person and virtual courses, including securing course facilitators, booking venues and catering, managing registration and payment process, ensuring students receive course materials, and related duties to host a course.
• Issues contracts to course facilitators and host municipalities.   
• Attends all courses to support student and facilitator needs. 
• Set up links and support the facilitator in the use of audio, visual, and engagement tools for online courses (e.g. Zoom). 
• Coordinates post-course evaluations to identify opportunities for improvement. 
• Maintains and updates student information systems and databases, ensuring data integrity and accessibility.
• Facilitates a partnership with the University of Alberta’s AEE Program for distribution of certificates to program graduates. 
• Coordinates ceremonies for program graduates. 
• Drafts promotional materials for newsletters and the EOEP website.
• Regularly update content on the EOEP website, with support from ABmunis and RMA. 
• Create an annual schedule of courses that reflects the needs of students. 
• Prepare regular reports for the EOEP Board of Directors.
• Prepare agenda materials and minutes from EOEP Board meetings.
• Coordinate the payment of EOEP invoices.
• Assist in the development of EOEP’s annual budget.
• Assist in the preparation and update of EOEP’s strategic plan.
• Identify and recommend updates to EOEP policies and procedures.
• Identify when course materials need to be updated based on changes in legislation and input from students and subject matter experts and coordinate the update process. 
• Support analysis to evaluate the need and feasibility for EOEP to expand its suite of courses and if applicable, coordinate the development of new courses by relevant subject matter experts. 
• Completes administrative tasks with minimal supervision.
• Other duties as assigned.

Teamwork and Collaboration

• Creates a culture of collaboration among teams and students.
• Demonstrates ownership and accountability for EOEP outcomes.      
• Provides the tools and resources necessary for the team to succeed.
• Forms trusting relationships with course facilitators. 
• Works alongside course facilitators and subject matter experts to ensure course content is up to date. 
• Values diverse teams and understands the importance of differing perspectives to develop unique solutions or ideas.