City of Vancouver Hiring for Administrative Coordinator – Community Services at Vancouver, BC Full Time

Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. 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, decolonization, 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 & Function

Reporting to the Administration Manager, the Administrative Coordinator will work independently and as part of a team to provide complex Administrative support to all departments located at the Woodward’s location.

Specific Duties & Responsibilities

This position administers the full range of administrative services required by Cultural Services and Affordable Housing located in the Woodward’s Building, and supervises administrative staff within those departments as well as.

Specific duties include:
Provides administrative assistance by assembling appropriate financial and administrative reports and/or information

Ensures that important administrative matters are brought to the Department Head’s attention in a timely manner

Liaises with Community Services Support Services and Human Resources staff

Maintains confidential information, and prepares financial reports for review/follow-up

Under minimal supervision, assists in compiling and maintaining annual budgets for cost centers administered by department heads

Monitors the Operating and Capital budget for Cultural Service & Affordable Housing

Provides department head with timely budget information for ongoing financial management purposes

Administers and/or supervises the clerical processing and support of applications, disbursements, and payables for a variety of programs, which may include grants, development and capital projects, Public Art projects, Homelessness Action Week, and any new projects that are initiated by the departments.

Monitors to ensure that all office records are maintained appropriately including filing and records management systems

Performs general office management duties, including arranging for the processing of expense claims, office set-ups and moves, workplace safety, maintenance of office equipment and supplies, etc.

Provides HR-related support for Cultural and Affordable Housing. (ie. prepares recruiting requisitions, completes eSAF’s, etc.)

Acts as the back-up to for the Administrative Assistant in Social Policy

Other related duties as required

Qualifications

Education and Experience:
Completion of Grade 12, supplemented by or including courses in commercial subjects, office administration, software applications and accounting; plus considerable experience with budgeting and senior secretarial or administrative assistant work, including experience in a supervisory capacity; or an equivalent combination of training and experience.

Experience in financial and human resources modules of an enterprise information system, preferably SAP, is an asset

Knowledge, Skills and Abilities:
Ability to organise, lead, coach and evaluate the work of subordinates, under changing priorities

Proven ability to build effective teams

Ability to compile and monitor several departmental budgets

Ability to run and interpret routine and special budget reports

Familiarity with the City’s operating and capital budgets structure, as well as sources of funds, is an asset

Strong customer service skills and the ability to work cooperatively and effectively with others at all levels of an organisation

Proven ability to exercise considerable independence and good judgement in a busy environment

Proven ability to follow complex, time-sensitive procedures requiring liaison with various internal and external candidates

A solid understanding of the City’s organization and structure with a good knowledge of social and cultural issues in the community is an asset

Proficiency in the City’s office suite of computer software is required, as well as a thorough knowledge of business English

Accuracy and attention to detail are a must

Must be able to take on and absorb similar duties during the temporary absence of a counterpart in another department

Business Unit/Department: Arts, Culture and Community Services (1200)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: August, 2021

Position End Date: August, 2022

Salary Information: Pay Grade GR-020: $32.23 to $37.92 per hour

Application Close: August 8, 2021

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

To be considered for this exciting and impactful career opportunity with a generous benefits package, please apply on our careers site.