Office Administrator

Requisition ID: 36448 


Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

 

At the Britannia Community Services Centre, our dream is the wellbeing, sense of belonging, joy, and empowerment of everyone on our community.  To realize our dream, we are stewards of spaces that support social connection, creativity, recreation, reconciliation and the realization of the full potential of people and communities.  In partnership with our communities, we create integrated programs, services, and opportunities on the unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ / sel̓íl̓witulh (Tsleil-Waututh) Nations.

 

We are looking for someone who is interested in building relationships within the Grandview Woodland community, take time to learn the intricacies of the role, and become a long-term member of the Britannia team.  Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

 

Main Purpose & Function

Provides confidential administrative support on collective agreement language, policies and confidential administrative support to Board meetings.  In addition, the position is a supervisor to administrative front-desk staff, facility support clerks and activity coordinators.

 

The Office Administrator reports to the Manager of Administrative Services and is the primary support for the Executive Director and Society Board of Management.

 

Specific Duties & Responsibilities                                   

  • Directly supervise a team of 7 full time staff, 1 regular part time staff and 20 plus auxiliary staff, including cashiers, receptionists, activity coordinators/facility support clerks, office support clerks, and a communications assistant.
  • Provide confidential administrative support to staff on various collective agreement language and policies regarding benefits, pay, seniority lists, and staff attendance.
  • Develop and maintain appropriate records management for human resources, administration, society governance and fund development.
  • Ensure employees are enrolled in appropriate benefit programs under separate collective agreements with separate benefit carriers.
  • Ensure postings and recruitment practices are maintained, working in partnership with the centralized recruitment team.  Participate/Assist in the hiring of all administrative staff. Compile and update hiring panel files, posting information, questions/answers, and associated documentation for all society positions.
  • Prepare and ensure seniority lists from timesheets are accurate for employees under separate collective agreements & obtain seniority hours from Parks for Recreation staff.
  • Prepare and ensure time bank balances are accurate using information obtained from Supervisors, Managers, and Employee Attendance Sheets under separate collective agreements.
  • Prepare, update and ensure staff attendance is accurate using information from Supervisors, Managers and Employee Attendance Sheets.
  • Create and ensure attendance reports, time bank balance reports, seniority reports, and employee reports are accurate under separate collective agreements.
  • Conduct performance planning, evaluations, and reviews. 
  • Schedule hours for full time and aux staff, including holidays. Ensure that the centre office and switchboard is open and operating at appropriate hours seven (7) days a week as directed.
  • Ensure communication and production of promotional materials, seasonal brochures, and flyer production for the centre.
  • Oversee and direct staff on new technology adaptation, such as website updates and social media.
  • Provide confidential internal and external correspondence for staff, managers and Society Board as directed.
  • Prepare information materials and agenda packages for Board and Committee meetings.
  • Attend meetings and recording minutes as required.
  • Coordinate and communicate with board members and committee members of meetings and events.
  • Manage Society membership list and coordinate annual mailings.
  • Other duties/responsibilities as assigned.

 

Qualifications

Education and Experience:

  • Completion of Grade 12 and completion of diploma program in Human Resources Management or an equivalent combination of training and experience.
  • Supervisory training supplemented with five years supervisory experience.

 

Knowledge, Skills and Abilities:

  • Interested in community engagement and bringing people together.
  • To use judgement and to apply selected policies, procedures, and regulations in maintaining and processing  personnel transactions.
  • To establish and maintain effective working relationships with employees, administrative officials, and the general public.
  • To establish and maintain effective communications with employees, partners, community groups and the general public.
  • To express oneself clearly and concisely in oral and written form; to understand and carry out complex oral or written instructions.
  • To interact tactfully and confidentially at a high level with board members, committee members, staff and the public.
  • Enjoy planning and organizing staff and community events and socials.
  • Assign and follow through on projects in conjunction with the Manager of Administration and the Executive Director.
  • To effectively plan, train, supervise and evaluate the work of others is required.
  • To operate Microsoft Office applications including WORD, EXCEL, OUTLOOK, and POWERPOINT, as well as ADOBE InDESIGN.

 

Please submit your resume to:

Jeremy Shier, Manager of Administrative Services

Britannia Community Services Centre

1661 Napier Street

Vancouver, B.C. V5L 4X4

jeremy.shier@vancouver.ca

604-718-5810

 

Business Unit/Department: Britannia Community Services Centre Society  

Employment Type: Regular Full Time 

Salary Information: RNG-040: $57,037 to $71,301 per annum

 

Application Close: July 1, 2022

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Learn more about our commitment to diversity and inclusion

We thank all applicants for their interest. However, only those selected for an interview will be contacted.


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