Office Coordinator

1 week ago

Vancouver, British Columbia, Canada The City of Vancouver Full time

Requisition ID:37815

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.

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

Main Purpose and Function


The Office Coordinator is responsible for carrying out a variety of activities to ensure the efficient running of the administration office and general operations for the Vancouver Civic Theatres (VCT).

The position provides administrative support to the Director and the Management team; leads process improvement initiatives; responds to inquiries; acts as the administrative resource; develops, interprets and communicates departmental methods and procedures; manages office supplies and equipment; and maintains a variety of files and records using appropriate software systems.

The Coordinator must be aware of ongoing and sensitive issues and maintain confidentiality and work with discretion.

The Coordinator is also responsible for maintaining a budget, administration manuals, and staff records such as attendance and vacation usage, prepares agendas for Director, and may take or transcribe minutes from meetings.


Key Contacts and Reporting Relationships


The position reports to the Director of Vancouver Civic Theatres (VCT) and assigns, directs and reviews the work of the Office Support Clerk III(s).

The Office Coordinator works collaboratively with the Management Team and other VCT administration staff.

Other contacts are the VCT staff from all work areas, 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/Responsibilities

  • Supports the VCT Director in addressing the Director's ACCS and VCT priorities and deadlines, while managing multiple competing priorities. Makes changes to Director's schedule as directed.
  • Manages the flow of correspondence, documents and inquiries through the administration office; takes action on issues requiring followup as directed.
  • Takes a lead role in the development and implementation of process improvement projects such as modifying workflows, creating databases, development of administrative policies and procedures, and maintaining related up to date documentation and manuals.
  • Monitors adherence to relevant departmental and corporate policies and procedures, identifies gaps, reports findings, and makes recommendations to address identified issues.
  • Provides administrative and clerical support to the Management team 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 and maintains a variety of human resource related documents for hiring and onboarding, status changes, etc. as directed by Management Team.
  • Prepares, submits, tracks, maintains, and reconciles an annually approved budget for administration expenses.
  • Ensures invoices are tracked, processed, approved and paid on time.
  • Maintains records of all purchase cards (Pcards) and ensures proper procedures for use, submission of reports, and approvals are in place.
  • 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 ordered, maintained or repaired, and researches new or updated technology as requested.
  • Other duties/responsibilities as assigned

Minimum Qualification Requirements

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 a senior level in an administrative capacity preferred.

Experience working with EBMS booki

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