Business Unit Administrator

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

The National Energy Board (NEB) is an independent federal regulator of several parts of Canada’s energy industry. It regulates pipelines, energy development and trade in the public interest with safety as its primary concern. The Minister of Natural Resources is responsible for this organization. The NEB was established by Parliament to regulate, among other things, the construction, operation and abandonment of pipelines that cross provincial or international borders, international power lines and designated interprovincial power lines, imports of natural gas and exports of crude oil, natural gas liquids, natural gas, refined petroleum products, and electricity, and oil and gas exploration and production activities in certain areas. The NEB is also charged with providing timely, accurate and objective information and advice on energy matters. Headquartered in Calgary, Alberta with regional offices in Montréal, Vancouver and Yellowknife, the NEB has approximately 500 employees and annual budget of over $70 million.

The NEB is recognized as one of Canada's Top 100 Employers in a national competition to determine which employers lead their industries in offering exceptional workplaces for their employees.

Duties

Reporting to a Vice-President (VP), the Business Unit Administrator (BUA) provides administrative services and support for the VP and the Business Unit. In addition, the BUA may be responsible for providing support and guidance to a group of Administrative Assistants. The BUA provides advice on business/administrative procedures, guidelines and processes to improve efficiencies across the Business Unit. The BUA position requires advance problem solving skills on a daily basis, attention to details, highly developed interpersonal and organizational aptitudes, sound judgment in discretionary situations, strong written and verbal communication skills, and the ability to manage a heavy workload and conflicting priorities.

Intent of the process

A pool of candidates may be created. Qualified candidates may be used to staff other similar positions at an equivalent or lower level on a term, permanent or acting basis. Appointment of qualified candidates will be based on the assessment results of the essential or essential and asset qualifications and with regard to breadth and depth of experience.

Positions to be filled: 1

Information you must provide

Your résumé.

A covering letter in 1,800 words (maximum)

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Successful completion of secondary school

Degree equivalency

E1. Recent* and significant experience** in providing executive administrative support to a senior Manager and/or a manager and team such as calendar management, making travel arrangements, preparing meeting materials, etc.
E2. Recent* and significant experience** in providing customer service to both internal and external clients at a variety of levels.
E3. Recent* and significant experience* utilizing the Microsoft Suite of applications including Word, Excel, Outlook and Power Point.
E4. Recent* and significant experience* in coordinating financial transactions such as monitoring budgets and contracts and preparing invoices and expense reports for payment.

*Recent is defined as experience obtained approximately within the last five years
**Significant experience: cumulative for a period of a 2 years

The following will be applied / assessed at a later date (essential for the job)

Various language requirements
Various - English Essential or Bilingual Imperative (CBC/CBC)

The current vacancy is for an English Essential position however this process may be used to staff other Business Unit Administrator positions in the organization. The language requirements for these positions will depend upon the Business Unit and the duties required.

Information on language requirements

Organization-wide and Business Competencies OR Leadership Competencies:

OC1 Leadership and Teamwork
Proficiency level: Apply
• Seeks out and accepts stretches and challenges
• Establishes effective working relationships

OC2 Accountability and Results Orientation
Proficiency level: Apply
• Sets and meets deadlines and takes personal accountability for results.
• Makes timely and accurate decisions on routine issues without guidance.
• Pro-actively identifies potential problems and vulnerabilities, and considers risks in decision making and action.
• Suggests approaches and methods from other sources as alternative solutions

OC3 Process and Project Management
Proficiency level: Apply
• Organizes, prioritizes and schedules assigned work

OC4 Oral Communication:
Proficiency level: Apply
• Verbally communicates clearly, concisely, and effectively with co-workers and clients in writing.

OC5 Written Communication:
Proficiency level: Apply
• Communicates clearly, concisely, and effectively with co-workers in writing.

Technical Competencies:

TC1 Business Administration and Client Services:
Proficiency level: Guide and Apply
• Accesses the appropriate administrative policies, procedures and processes in order to meet the business requirement in any number of situations (budgeting, regulatory, hearings, document preparation, event planning/co-ordination, records management, human resource transaction)
• Uses judgment and “thinks on one’s feet” in multi-tasking situations.
• Coaches and mentors others, in order to increase knowledge of policies, procedures and processes, and their application within the NEB.

Competency Level Definitions

Learn is defined as developing a basic knowledge of the competency and ability to apply.
Apply is defined as demonstrating sound understanding of the competency and ability to apply and contribute.
Guide is defined as thorough knowledge and capability of the competency. Able to influence and guide others in its application.
Shape is defined as recognized as an expert. Shapes direction of the NEB with regards to the competency.

The following may be applied / assessed at a later date (may be needed for the job)

Asset Qualifications

AQ1 Post-secondary degree, certificate, or diploma in administrative assistant/office management or secretarial programs.

AQ2 Experience in supervising and training Administrative Assistants.

AQ3 Experience with the Federal Government online booking travel system called HRG.

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, visible minorities

Information on employment equity

Conditions of employment

Conditions of Employment
1) Willingness to undergo, successfully pass and maintain a reliability status security clearance.
2) Compliance with the National Energy Board’s Code of Conduct is required.
Note: It is strongly recommended that potential applicants read and consider the NEB’s Code of Conduct prior to applying. This document is available on the NEB Website http://www.neb-one.gc.ca/code-of-conduct.
3) Must be willing and able to travel and to work overtime when required.
4) Must be willing to move within and between business units and teams, based on operational requirements and/or as individual development needs are identified.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

1. The National Energy Board has a classification system that differs from the greater public service. This NEB-06 position is similar to an AS-03 in terms of salary range only. The benefits offered, including relocation assistance, may be significantly different than those offered in the greater public service.

2. Application Requirements: Applicants must submit, by the closing date, a resume and cover letter clearly demonstrating how they meet the essential qualifications of education and experience. Failure to provide sufficient information will result in applicants being screened out.

Applicants are strongly encouraged to demonstrate how they also meet the asset qualifications.

PLEASE NOTE: Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users. Our intention is to communicate with applicants by e mail for assessment purposes including sending invitations for written tests, interviews and issuing selection process results.

3. Assessment: You may be assessed using one or more of the following tools: written examination, standardized tests, oral presentation, interview(s), role play scenarios, performance appraisals, reference checks and interactions with internal staff during the process and personal knowledge. Top down selection may be used during any stage of the selection process.

4. Appointment Requirements: Candidates must meet each essential qualification and the conditions of employment to be appointed to the position. A person may be appointed to the position even though he/she does not meet any or all of the asset qualifications, organizational needs or operational requirements; however, meeting these criteria is desirable and may be a deciding factor in choosing right fit for appointment.

5. Salary: Effective 1 November 2017, NEB 06, $54,931 to $66,987
The National Energy Board has the following forms of additional compensation that are separate from base salary, the eligibility for which is determined, in accordance with the provisions in the collective agreement or terms and conditions of employment for the duration period specified:
• a Calgary Allowance in the amount of 4.95% of base salary may be paid on a bi-weekly payroll basis
• annual performance pay which includes elements of individual performance (60% of payout) and corporate performance (40% of payout)

6. Proof of Education: Proof of education is required prior to appointment. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. Please contact the Canadian Information Centre for International Credentials (CICIC) for more information www.cicic.ca.
Equivalencies granted by the Canadian provincial authorities with respect to Applied (Bachelor's) Degrees by colleges and technical institutes (i.e. in Ontario, British-Columbia, Alberta & Manitoba) must always be accepted as equivalent to Bachelor Degrees granted by universities in the provinces concerned.

7. Organization Future Needs: The National Energy Board is committed to having a skilled and diversified workforce representative of the population we serve. In support of our strategy to achieve our employment equity goals, selection may be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: Aboriginal Persons and Visible Minorities.

8. Head Office Location – Calgary, AB: 210, 517 10th Avenue SW

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.