Regional Employers Services Office Coordinator

1 week ago

Burnaby, British Columbia, Canada Metro Vancouver Full time

Department:
Regional Employers Services

Employee Group:
Exempt

Location: 4515 Central Boulevard

Our Regional Employers Services team provides human resources, workforce data, compensation and labour strategy support to the region's twenty-one municipalities, one treaty first nation and other related clients. Regional Employers Services also provides a forum for its members to connect, share and leverage information related to employment issues in local government. The Regional Employers Services Office Coordinator will provide wide-ranging and confidential senior level administrative support to the Director of Regional Employers Services and coordinate key administrative functions. This position is the key focal point of departmental activity and maintains an efficient flow of information between the Director's Office, Department Managers, staff and external clients.

You are:
An executive level administrative professional with sound judgement, initiative and excellent organizational skills.

You are a motivated and results-oriented individual who excels at overseeing complex administration duties with a high degree of independence and exceptional attention to detail.

If you want to gain valuable experience in a fun, supportive, exciting team environment we are looking forward to hearing from you

The Office Coordinator reports to the Director, Regional Employers Services and falls within our Corporate Support, Level 2B job family.

This role:

  • Responds to and directs requests for information; composes, edits and formats correspondence; decides appropriate routing for information or enquiries; tracks incoming and outgoing correspondence; coordinates flow of documents requiring a response; and follows up on outstanding items as required. Plans, organizes and prioritizes own work and manages a variety of business and administrative processes and sequences of tasks.
  • Provides administrative support to the Director, Regional Employers Services including preparing reports, agendas, graphic materials, presentations, minutes, correspondence and other related material. Uses independent judgment to coordinate scheduling and travel needs and determines appropriate times, spacing and priority of calendar items when conflicts arise.
  • Provides administrative support to assigned Committee(s) or other similar groups or functions. Acts as the first point of contact for members; organizes meeting, travel and event logistics; prepares, distributes and posts agendas; creates and edits reports; and attends committee meetings to provide support as required. Tracks completion of action items and follows up on outstanding items. Organizes events such as conferences, roundtables, conference calls and webinars, and provides general administrative support as required.
  • Works closely with other team members to monitor the administration of the department budget and expenditures; ensures allocation to appropriate accounts; investigates variances between budget and actual expenditures; initiates corrective action; and prepares quarterly progress reports.
  • Prepares and maintains content for the department webpage. Performs program directives and monitors the status of work plans.
  • Liaises with internal and external contacts on a variety of matters including scheduling appointments, collecting and compiling material, coordinating contracts and processing payments. Initiates and manages purchase requisitions and other procurement documents and provides recommendations regarding additional resource requirements.
  • Responds to changing needs and unique situations or requests. Researches and collaborates with others to produce or facilitate a wide range of business needs as required.
  • Evaluates work flows and revises procedures to increase efficiency and or respond to changing needs. May assist with unusual or onetime projects and tasks as required.
  • Tracks and followsup on matters such as corporate or departmental correspondence, project deadlines and initiatives requiring deliverables from the department.
  • Responds to a variety of enquiries pertaining to the department's and organization's operations and services.
  • Works closely with other team members to manage the department's physical and electronic records in accordance with departmental and corporate standards. Reviews, drafts, maintains and implements new or revised office systems including methods, forms, and/or procedures to accommodate departmental requirements.
  • Coordinates various departmental administrative programs including BMO/Purchase Cards, IT hardware and software requests, memberships, service milestones recognitions and etc.
  • Performs other related duties as and when required.

To be successful, you have:

  • 5 years of recent, related experience supplemented by high school graduation and completion of postsecondary courses in a relevant field such as office administration; or an equivalent combination of training

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