Administrative Assistant Iii

3 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:42309

**Organization**

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 and environmentally sustainable cities. 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, reconciliation, 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 Administrator - Equity Office provides an extensive range of confidential and sensitive administrative support to the Equity Office, including the Workplace Restoration Program. Led by the Chief Equity Officer, the Equity Office includes a small team (4-8 individuals) of JEDI (justice, equity, diversity, inclusion) specialists and support staff. The Equity Office is an expertise hub, and drives strategic change initiatives to shift the City’s internal structures and workplace culture in the direction of equity.

This position reports to the Chief Equity Officer and works closely with the team at the Equity Office and the Administration team in the City Manager’s Office. Other Key contacts include the City Manager’s Office senior leadership team; City Leadership Team; Equity Council; Employee Resource Groups and Communities of Practice; and staff from all levels of the organization and every department.

**Specific Duties and Responsibilities**

Equity Office
- Provides complex, detailed clerical and administrative support related to all aspects of the work of the Equity Office, including the Workplace Restoration Program, and embodies the values of equity and inclusion in all interactions;
- Manages the calendar for the Chief Equity Officer, and schedules and organizes online and in-person meetings on behalf of the Chief Equity Officer;
- Assists team members in the Equity Office with complex, non-routine scheduling tasks involving large groups or involving sensitive meetings for which scheduling through a third party may be more appropriate (such as mediation meetings);
- Organizes event logistics, including room booking, catering, supplies, invitations, RVSPs, technology and other logistics with careful consideration of accessibility needs, and from time to time assists with meeting set-up and implementation including note taking or otherwise recording information from key events;
- Administers the Employee Resource Groups and Communities of Practice (over 15 different groups of staff who come together over a shared aspect of identity or interest), including keeping an updated list of conveners, assisting with scheduling and meeting logistics, tracking spending and reimbursements;
- Coordinates Equity Office Council reports and memos, ensures proper formatting of documents and timely communication with concurring departments, Clerks and the City Manager’s Office;
- Manages a tracking sheet of requests made or sensitive issues raised to the Equity Office, status of addressing, and whether/how they have been resolved;
- Coordinates travel and accommodation arrangements; for approved travel for Chief Equity Officer, ensuring travel policies and third party reimbursements are completed;
- Completes Equity Office Procure-to-Pay (P2P) process; creates project shopping carts, processes invoices for payment, orders office supplies, reconciles monthly P-Card statements for Chief Equity Officer, process JVs as required;
- Maintains a remote work schedule and equitable access to shared desk space within the Equity Office; books additional spaces in City Hall when the team needs to be onsite;
- Maintains the Equity Office’s filing and file sharing systems (VanDocs folders, SharePoint sites); logs and transfers records to off-site storage provider as per City retention schedules;
- Performs a variety of Front Office duties including coordinating incoming and outgoing courier and confidential shredding pickups; coordinating service calls for maintenance and repair of office equipment; sending RSVPs to event invitations on behalf of the Chief Equity Officer; keeps Equity Office in order and replenishes supplies when necessary; orders catering and/or prepares refreshments for meetings as required;

Workplace Restoration Program
- Provides confidential support to Workplace Restoration Consultants in administratively managing restoration or mediation files arising from the Respect in the Workplace Policy complaint process and/or Human Rights files that may intersect with the work in Human Resources and Labour Relations;
- Opens and maintains internal confidential restoration and facilitation files and coordinate

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