Senior Administrative Coordinator

15 hours ago

Calgary, Alberta, Canada City of Calgary Full time
{"title": "Senior Administrative Coordinator", "content": "Job Summary

The City of Calgary is seeking a highly organized and detail-oriented Senior Administrative Coordinator to join our team. As a key member of the Safe Workplace team, you will provide senior-level administrative support to the team and the Operational Services Departmental Safety Committee (OS DSC).

Key Responsibilities
  • Schedule and coordinate meetings, training sessions, and workshops on behalf of the Safe Workplace team and the OS DSC.
  • Analyze and understand priorities, sensitivities, and confidentiality when scheduling meetings and distributing information.
  • Scribe, edit, and format draft meeting minutes for the OS DSC and other safety-related meetings, capturing discussions, decisions, and action items.
  • Follow up on action items and capture updates to be reflected in future agendas. Distribute meeting minutes accordingly and save as per records management systems defined for Safe Workplace.
  • Work with managers, leaders, and teams to collect and distribute agenda items and other meeting materials.
  • Act as the project administrator for the team by tracking project progress, scheduling meetings, recording decisions, acting as the point of contact for the team, preparing and providing documentation to key partners and contributors, and executing own projects.
  • Coordinate logistics for department-wide events such as Summits and Town Halls for leaders, subject matter experts, partners, and others with key roles in OS's safety governance.
  • Support the development of department reports by using data programs to extract, analyze, and compile relevant measures, including OS monthly and quarterly Safe Workplace Program reports.
  • Create and update technical and procedural documentation (reports, forms, presentations, graphics, tip sheets, etc.) to support department team projects and priorities.
  • Support the Communications team with promoting Safe Workplace initiatives to ensure quality content, accuracy, and timely delivery of OS Safety resources, safety communications, and website information.
  • Support Business Unit Safety Implementation Teams (BUSITs) when required with logistics related to program implementation and communication requirements.
  • Act as subject matter expert for the Safety Data Management System (SDMS), coordinate and maintain OS specific processes and materials, understanding needs of and impacts on users, identifying opportunities for improvement, support communication of SDMS updates or changes to OS staff. Coordinate and maintain system roles, responsibilities, user access, and files.
  • Assist Leader and Safe Workplace Coordinator with coordinating staffing activities as required, including recruitment, onboarding, and orientation of employees. Provide new administrative staff with detailed position training and direction when required.
  • Act as the Domain Administrator for the Learning Management System regarding information, resources, and tools that will support the OS Safe Workplace Program goals.
Qualifications
  • A completed 1 year certificate in Business Administration or a related field and at least 5 years of related experience in areas such as records management, customer service, safety, project work, and working in a unionized environment.
  • Intermediate level of proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
  • Experience with SDMS data and reporting is considered an asset.
  • Excellent communication and interpersonal skills with the ability to build and maintain professional relationships.
  • Strong organizational, analytical, and problem-solving skills are essential.

Why Work for the City of Calgary?

The City of Calgary is a great place to work, with a strong commitment to public service and a focus on making a positive impact in our community. We offer a competitive salary, a comprehensive benefits package, and a range of opportunities for professional development and growth.

As a member of our team, you will have the opportunity to work with a diverse group of professionals who are passionate about making a difference in our community. You will be part of a dynamic and supportive team that is committed to excellence and innovation.

We are an equal opportunities employer and welcome applications from diverse candidates. We are committed to creating a workplace that is inclusive and respectful of all employees, and we encourage applications from candidates who reflect the diversity of our community.

Apply today to join our team and be part of making a difference in our community"}

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