Office Support Clerk III (Administration Coordinator)

Requisition ID: 34629 


Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), 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.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.


Main Purpose and Function

The Administration Coordinator is responsible for carrying out a variety of activities to support the efficient running of the administration office and general operations for the Vancouver Civic Theatres (VCT).  The position provides administrative support to the Director, the Management team, and the VCT Board members through the Director; responds to inquiries; acts as the administrative resource; manages office supplies and equipment; and maintains a variety of files and records using appropriate software systems.  The Administration Coordinator must be aware of ongoing and sensitive issues and maintain confidentiality and work with discretion.  The Administration Coordinator is also responsible for maintaining staff records such as attendance and vacation usage, coordinates meetings and prepares agendas for the Director, and may take or transcribe minutes from meetings.


The position reports to the Director and on a day-to-day basis to the Office Coordinator and works collaboratively with other members of the Office Administration team, the Management Team and other VCT departments.  Other contacts are the VCT staff, clients, relevant stakeholders, the VCT Board, the general public and a variety of internal City departments such as IT, Facilities, Human Resources and Finance.


Specific Duties and Responsibilities

  • Plans, organizes and manages the Director’s and Associate Director’s schedules, meetings, appointments, while managing multiple competing priorities. Makes decisions and determinations on priority issues and makes changes to Director’s and Associate Director’s schedules as is needed, and advises the Director and Associate Director accordingly.
  • Manages the flow of documents and inquiries; takes action on issues requiring follow-up; screens Director’s correspondence and telephone calls as required. 
  • Supports and acts as a resource to the Office Coordinator in the development and implementation of process improvement projects such as modifying workflows, creating databases, and development of administrative policies and procedures.
  • Provides administrative and clerical support to the Management team and Board by arranging internal and external meetings and meeting logistics such as booking rooms, scheduling attendees, equipment etc. 
  • Attends meetings as required, transcribes minutes, tracks items and summarizes information for action items.  May research and follow up on items on behalf of Director.
  • Prepares and distributes agendas, reports or presentations and ensures appropriate individuals are aware of meetings.
  • Provides information and guidance to department staff, the public or Board as needed for matters related to VCT.
  • Creates and maintains staff records to track time off such as sick and vacation usage, and provides to the Management team for follow up.
  • Prepares a variety of human resource related documents for hiring, status changes etc. as directed by Management Team.
  • Answers various inquiries through 311 or other channels and resolves customer complaints or issues in collaboration with the Director.
  • Ensures office equipment and supplies are maintained or repaired, and researches new or updated technology as requested.
  • Provides backup for the Office Coordinator during Office Coordinator’s absence.
  • Other duties as assigned. 


Education and Experience:

  • High school graduation including courses in business or administration management, supplemented by considerable related experience, or an equivalent combination of training, education and experience.
  • Experience working at minimum at an intermediate level in an administrative capacity preferred.
  • Experience with SAP is preferred.
  • Experience working with EBMS booking software is an asset.
  • Experience working in the arts community is an asset.


Knowledge, Skills and Abilities:

  • Thorough knowledge of office methods, practices and procedures and business English, spelling, grammar and business math.
  • Ability to plan, organize, work with a number of departmental staff while leading administrative type projects on behalf of the Director.
  • Demonstrated knowledge of a variety of software programs such as Word, Excel, PowerPoint and Outlook, as well as the ability to do research.
  • Ability to take initiative and act as a representative of the VCT.
  • Demonstrated ability to provide superior and broad administrative service to the VCT offices.
  • Ability to work in a fast paced environment with changing priorities, tight deadlines and constant interruptions.
  • Ability to maintain flexibility and be responsive to the needs of the Management Team.
  • Ability to make sound decisions, problem-solve and provide alternate solutions.
  • Ability to pay attention to details and work in an organized manner.
  • Knowledge of VCT policies and processes.
  • Ability to meet tight deadlines and juggle numerous tasks and large volumes of work.
  • Ability to create and maintain effective working relationships with clients, external stakeholders and staff.
  • Strong communication skills, both verbal and written, and the ability to interact with a variety of individuals at different levels.
  • Ability to work independently and as part of a team.


All City of Vancouver employees are required to be fully vaccinated as a condition of hire and ongoing employment.  Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process. 


Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: January 2022 

Salary Information: Pay Grade GR-015: $26.34 to $30.94 per hour


Application Close: December 3, 2021

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.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion


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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.


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