Administrative Assistant III

3 months ago

Vancouver, Canada City of Vancouver Full time

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); Monitors the Equity Office email inbox and phone line and directs inquiries and requests to the Equity Office team with discretion and judgment; 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 Equity Council (a group of 40 staff from across the organization who have an advisory and oversight role to the Equity Office), including keeping up-to-date email distribution lists, maintaining the Equity Council SharePoint site, managing meeting notes and posting relevant information to the City’s internal communication channels; 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 coordinates management of files, schedules facilitation meetings, and documents outcomes, recommendations and solutions; Assists in gathering data where complaints involve reference to and work related to grievance procedures if required. Other duties/responsibilities as assigned;

Qualifications

Education and Experience:

Grade twelve (12) education supplemented by business courses, typing, word processing and two years’ related administrative experience preferred, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

Considerable knowledge of office methods and procedures and in routine filing Knowledge of Outlook and Microsoft Office applications such as Word, Excel and PowerPoint Exceptional customer service and interpersonal skills, including a pleasant, inclusive and professional attitude Ability to exercise tact and discretion in dealing with confidential or sensitive information Good knowledge of business English, spelling, grammar and arithmetic Ability to understand and follow oral and written instructions Ability to work well with continuous interruptions Ability to organize and prioritize work including a high level of attention to detail Ability to participate and work within a team environment Ability to build and maintain effective working relationships with all levels of staff and the general public Ability to use related office equipment, including computers and related software packages Ability to learn and adapt to new systems and technology

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department:  Office of the City Manager (1010) 

  • Administrative Assistant Iii

    2 months ago

    Vancouver, Canada Metro Vancouver Full time

    **Department**:Water Services **Employee Group**: Teamsters Local 31 **Location**: Seymour Capilano Filtration Plant, North Vancouver **Salary Range/ Wage Rate**: PG T15 $2,137.30 - $2,510.68 bi-weekly **As an Administrative Assistant III, you will perform clerical and administrative duties for both a superior and their subordinates, managing calendars,...

  • Administrative Assistant Iii

    6 months ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:40447 **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 cities and is...

  • Program Assistant Iii

    4 months ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:42150 **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 cities and is...

  • Planning Assistant Iii

    2 months ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:42576 **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...

  • Receptionist & Administrative Assistant

    6 months ago

    Vancouver, Canada Villa Cathay Care Home Full time

    **Receptionist & Administrative Assistant (Part-Time)** The Villa Cathay Care Home Society is incorporated as a non-profit organization under the BC Society Act and a Canadian Registered Charitable Organization. Since 1978, we have provided culturally focused care to Chinese seniors in the Strathcona Chinatown neighborhood in Vancouver. We are recruiting...

  • Planning Assistant Iii

    2 months ago

    Vancouver, Canada The City of Vancouver Full time

    Requisition ID: 42611 **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...

  • Program Assistant Iii

    6 months ago

    Vancouver, Canada BRITANNIA COMMUNITY CENTRE Full time

    **Program Assistant III - Child Care** **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...

  • System Administrator Iii, Technology Specialist

    6 months ago

    Vancouver, Canada Legal Aid BC Full time

    Our commitment to the principles of fundamental justice embedded in the _Charter of Rights and Freedoms_, and to Truth and Reconciliation, and Equity, Diversity, and Inclusion is ambitious and foundational.  It informs everything we do, as we defend liberty, equality, autonomy, and dignity; as we dismantle colonization, racism, sexism, transphobia and...

  • Administrative Assistant Iii

    6 months ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:40454 **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 cities and is...

  • Office Support Clerk Iii

    1 month ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:42763 **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...

  • Network Administrator, Iii

    2 months ago

    Vancouver, Canada West Fraser Timber Inc. Full time

    **Network Administrator III** **Description** As a key member of our IT team, you will be responsible for the day-to-day operations of our network infrastructure, ensuring its reliability, performance, and security. This role offers the opportunity to work with a diverse set of technologies and contributes to the continuous improvement of our network...

  • Ecommerce Operations Specialist Iii

    23 hours ago

    Vancouver, Canada Best Buy Full time

    eCommerce Operations Specialist III Are you passionate about eCommerce and always looking to improve operational processes and partnerships? As the eCommerce Operations Specialist III you will play a pivotal role in supporting our Technology, Data & Analytics, and eCommerce teams, managing programs that are intended to bring efficiencies to financial...

  • Engineering Assistant III

    4 weeks ago

    Vancouver, Canada City of Vancouver Full time

    Requisition ID: 42788 OrganizationLocated 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...

  • Operations Support Coordinator III

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Seeking a skilled Operations Support Coordinator III to provide administrative support of moderate complexity for the Sewer Operations Branch. The successful candidate will possess excellent organizational and communication skills, with the ability to work independently and as part of a team.Job SummaryThe Operations Support Coordinator III is responsible...

  • Administrative Assistant

    3 months ago

    Vancouver, Canada Catholic Independent Schools of Vancouver Archdiocese Full time

    Catholic Independent Schools Vancouver Archdiocese Superintendent's Office ADMINISTRATIVE ASSISTANT - OPERATIONS Overview Our Catholic schools provide each student with an education rooted in the Gospel of Jesus Christ. Guided by the Holy Spirit and Catholic teaching, in partnership with home and parish, our schools foster the growth of responsible citizens...

  • Administrative Assistant Iii

    2 months ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:42594 **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...

  • Clerk Iii

    1 month ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:42600 **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...

  • Dental Assistant I, II, or III

    6 months ago

    Vancouver, Canada SEA MAR Community Health Centers Full time

    Position Summary: On-Call Dental Assistant position available for our 4th Plain Dental Clinic located in Vancouver, WA. Candidate will assist the dental provider in the delivery of dental procedures allowed by the WA State Dental Practice Act. Other responsibilities are as follows: assist provider in Restorative, Prosthodontics, Endodontics,...

  • Team Lead Iii

    6 months ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:40007 **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 cities and is...

  • HR Consultant Iii

    1 month ago

    Vancouver, Canada Vancouver Police Department Full time

    **Vancouver Police Department** **HR Consultant III**: **COMPETITION: # 24151- 241115** **TITLE**:HR Consultant III **Classification**:HR Consultant III **DEPARTMENT**:Vancouver Police **DIVISION**:Support Services **SECTION**:Human Resources **UNIT**:Civilian & Police Support Services **STATUS: Temporary Full-Time (Exempt)** **DURATION: Approximately 1...