Office Supervisor

2 weeks ago

Burnaby, Canada Metro Vancouver Full time

**Department**: Human Resources and Corporate Services
**Employee Group**: Exempt
**Location**:4515 Central Boulevard, Burnaby

**Our Human Resources and Corporate Services Department is seeking an Office Supervisor who will provide wide-ranging and confidential senior level administrative support to the Director of Corporate Safety 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 and provides administrative support to the broader Corporate Safety department as required.**

**You are: Energetic, motivated, and have strong leadership skills and have and considerable knowledge of office administration practices, standard protocols, and Board and Committee related-work. You have a proven ability to exercise tact, diplomacy, confidentiality and discretion and you possess excellent computer skills and communication skills, both verbal and written.**

**The Office Supervisor reports to the Director, Corporate Safety, Security and Emergency Management, and falls within our Corporate Support, Level 2A job family.**

**This role**:

- Plans, organizes and coordinates the administrative processes for a department.
- Provides administrative support to department staff including the preparation of reports, correspondence, agendas, presentations, briefing materials, speaking notes, minutes, procedural manuals, and other related material for various audiences including the board, committees and external stakeholders as required.
- Responds to a variety of enquiries pertaining to the department’s and organization’s operations and services.
- Tracks and follows-up on matters such as corporate or departmental correspondence, administrative functions, project deadlines and initiatives requiring deliverables from the department. May oversee maintenance of corporate databases and mailboxes.
- Coordinates meetings and may coordinate political committees, events and functions for internal staff and external parties. Oversees logístical concerns such as meeting space, materials and equipment, registration, catering, and travel arrangements as required.
- Evaluates office operations and revises procedures to increase efficiency and/or respond to changing needs.
- Allocates office space to new and existing staff including revising floor plans and coordinating the purchase and installation of furniture and equipment. Responsible for a range of departmental services and requirements such as IT request, petty cash, the BMO Purchase Card program and cell phone coordination.
- Supports the implementation of corporate policies and processes including liaising with other departments and external agencies as required.
- Responsible for managing the department’s physical and electronic records. Works collaboratively with and provides training to staff to establish records management systems and processes that meet business needs and comply with corporate standards.
- Supervises the department’s administrative support staff, including planning, organizing, and assigning work. Motivates, guides, and provides direction to staff in accordance with department and corporate policies and procedures. Monitors staff work-loads and assists in resolving conflicts including complaints that require corrective measures including discipline.
- Provides administrative support staff with the necessary equipment and training to carry out their work in a way that meets departmental and corporate goals.
- Works closely with the department’s senior management team on the development of the annual budget. Monitors and controls the administration and support budgets and expenditures; ensures allocation to appropriate accounts; investigates variances between budget and actual expenditures; and initiates corrective action.
- Performs other related duties as required.

**To be successful, you have**:

- 5 years of recent, related experience including previous experience supervising staff supplemented by high school graduation and completion of relevant post-secondary courses; or an equivalent combination of training and experience.
- Considerable knowledge of office administration practices, procedures and standard protocols. Demonstrated administrative skills and abilities related to coordinating office procedures, and drafting and preparing documents and reports for distribution to various audiences that may include the Board, media and public.
- Knowledge of Metro Vancouver’s functions, structure, and broad objectives.
- Demonstrated ability to manage complex calendar and scheduling requirement, assess priorities and adeptly navigate sensitive issues and political sensitivities.
- Ability to exercise tact, diplomacy, confidentiality and discretion as required for sensitive departmental and corporate matters.
- Strong interpersonal, problem solving and conflict resolut

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