Administrative Assistant III - Jobs in Greater Vancouver

Job Description

Requisition ID: 40091 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 cities and is working towards being the greenest city in the world. Named among Canada #39;s Top 100 Employers, BC #39;s Top Employers, and Canada #39;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 and FunctionThe Administrative Assistant III is responsible for the efficient and effective operation and support for Directors/Assistant Directors/Managers of Real Estate, Environment and Facilities Operational Excellence (REFM) Offices, and for providing confidential administrative services to the senior management team. The incumbent provides executive level administrative management to members of Senior Management. These duties include: maintaining executive calendars; scheduling internal and external meetings including recruitment interviews and selection meetings, and other meetings on behalf of the Senior Management; co-ordinating the vacancy management prioritization and requisitions; co-ordinating onboarding requirements for REFM staff; ensuring that matters requiring immediate action are brought to the attention of Senior Management; co-ordinating the departments confidential employee documents and folders; preparing and/or locating background information on issues and sensitive topics; drafting, editing and formatting various sensitive and confidential documents for Senior Management. The incumbent is the Department’s Exempt Employer Representative on the Campus Safety Committee (a management role) and fulfils the role of Co-Chair of this same Committee, as well as many other Occupational Health and Safety tasks for the Department.Specific Duties/ResponsibilitiesAdministrative Human Resource Processes and Reporting Responsibilities:Coordinates and files a variety of sensitive correspondence including human resource related personnel documents such as offer of employment letters, performance management and/or disciplinary related letters, as well as other sensitive materials. Handles confidential and sensitive materials dealing with labour relations, property acquisitions or sensitive budgetary documentation. Updating and providing current data to the Department’s HR matters including organizational structure, obtain position numbers, vacancy management prioritization process, etc. Coordinates and submits the department’s recruitment including creating e-CAFs, e-SAFs, e-HAFs and job requisitions in Success Factors. Coordinates Service Now submission requests for onboarding (network ID, access cards, computer and telecom hardware requirements, drive access and software requirements) Collates and maintains REFM’s position description files. Tracking and updating the Department’s Organization Chart – requires knowledge of staff movement and turnover Ensuring Information Technology, Security and Modo departments know of new or departing staff and that hiring and termination details are handled efficiently. Reminding Senior Management of impending completion date for temporary employees and inquiring about possible extensions Department Business Administrator for HR Org Changes. Ensures new employees are informed about VanDocs and other CityLearn trainings Scheduling and logistics for Training/All Staff MeetingsSenior Management Support:Assists with managing the Directors’/Assist. Directors’ calendars and schedules.Works with multiple, competing and changing priorities to organize appointments, proactively resolve conflicts, and to ensure optimal use of the Directors’/Assistant Directors’ time. Advises on key issues and concerns re: meetings, urgencies and other priorities. Decides on priority and urgency of issue or request for Management’s time and attention, deciding what issues or requests can be delegated elsewhere in the organization.These decisions are often required when Senior Management is not available for advice. This includes the arrangement of large and small group meetings and meeting logistics (e.g. scheduling attendees, room procurement, equipment, etc.). Proactively creates and maintains effective workflow and communications to accomplish the work of the Directors’/Assistant Directors’ through handling of a variety of projects and tasks simultaneously. Tracks and follows-up on items, inquiries, calls, emails, voicemails, and coordinates with the Manager of Administrative Services as required, and ensures that Director/Assistant Directors’ responses to requests are completed in a timely manner. Communicates directly by telephone and e-mail, on behalf of the Director and Assistant Directors with key internal and external contacts including development industry members, senior staff, senior government officials, and politicians. Produces a variety of reports for the Directors/Assistant Directors by downloading information from databases (such as SAP) and organizing information for presentation and /or consideration.Assists in determining and meeting timelines for various tasks. Prepares briefing notes, agendas, minutes on behalf of the senior leadership team. Provides back up coverage for the GM’s Administrative Assistant IV and other clerical staff when required. Occupational Healthamp; Safety Duties:REFM’s Exempt Employer Representative on the Campus Safety Committee (with the potential of fulfilling the role of Co-Chair of this same Committee which involves Chairing meetings, creating agendas, reviewing and certifying Minutes, ensuring all Members have Alternates, liaising with CUPE 15 regarding CUPE membership on the Committee, following up on work items as listed in the Minutes, scheduling meetings, booking rooms, etc. should the need arise) Exempt Campus Safety Committee Representative for Crossroads also includes:Ensuring Health and Safety information and the Health and Safety Orientation (OHS) Tour are provided to all new, transferring and returning employees. Ensuring that the resulting OH amp;S Orientation Checklist information is entered into VanDocs and into the tracking spreadsheet for statistical presentation to Corporate Leadership Team (CLT) Completion of Work Place Inspections (for REFM’s Crossroad location in conjunction with Engineering Team Services) and ensuring data is recorded in VanDocs, data base (for tracking and statistics) and Facilities Work Requests are completed following any issues identified during the inspection. Liaison with Facilities to ensure safety-related requests are completed. Enrollment of staff as Floor Wardens and ensuring training for new Floor Wardens is completed Floor Captain for Building Evacuation and Fire Drill Monthly posting of Health and Safety Crew Talks Updates the OH amp;S Bulleting BoardsGeneral Administrative Duties:Assists in updating and coordinating the department’s Sharepoint site content and data Departmental Record Coordinator (DRC)Understands Corporate Records Management protocols. Ensures the Department has enough DRCs to create/close case file folders in VanDocs. Ensures that staff are trained and know how to send older files off-site to Iron Mountain for storage/archiving. Assists and coordinates the Annual Disposition of Records and Transfers to ArchivesDepartment SAP Liaison Ensures Quickfind Inquiries and Staff Directory is Current Ensures Email Distribution Lists are Current Provides support to various committees and coordinates with the Manager of Administrative Services on enhancing peoples and cultures activities and assisting with forwarding the City’s JEDI goals within the department. Provide support to the Manager of Administrative Services in organizing all-staff and other major departmental meetings.May assist to arrange logistics for the venue; secure agenda items and presentation slides, schedule presenters, prepare agenda packages and minutes for distribution; site visits or follow up on action items. Prepares, gathers and relays business information and material on a regular basis. Photocopies and distributes reports, presentations, correspondence, spreadsheets, and statistics as required. Assists with compilation of survey results and forms as required. Point of contact for 311 inquiries and dispatches (responsible for REFM’s regular 311 updates which are uploaded by IT to the City’s website) Ensures the general office areas, photocopy areas, meetings rooms are maintained and kept in an orderly manner. Assists with mail/courier duties as required. Performs other duties as assigned by the GM, Directors/Assistant Directors or the Manager of Administrative Services.Minimum Position RequirementsEducation and Experience:A diploma in Business Administration or a related field with at least 5 years working at a senior management level in an administrative capacity, preferably as an Executive Assistant or Office Manager. Requires excellent interpersonal and communication skills including an effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements. Superior clerical, mathematical, and statistical aptitude and accuracy; thorough knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint); ability with VanDocs, Sharepoint, OH amp;S database, Incident database, SAP; SuccessFactors, E-CAFs, E-SAFs, E-HAFs, etc.; research abilities; familiarity with standard office equipment (printers, voicemail, etc.)Knowledge, Skills and Abilities:Extensive knowledge of office practices and procedures. Considerable knowledge of and ability to explain and apply City programs, policies, procedures, and collective agreements. Ability to exercise discretion and deal with sensitive and confidential information. Ability to prioritize and organize work, handle multiple assignments and meet deadlines. Ability to work in a high volume environment with frequent interruptions and changing priorities. Ability to work independently and to work collaboratively in a team environment. Ability to build and maintain effective working relationships across the organization. Ability to deal tactfully and effectively with the public. Ability to research and collate a variety of data and issues. Ability to use a multitude of office equipment. Proficient in the use computer programs including word-processing, spreadsheets, databases, email and scheduling programs.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.The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.Business Unit/Department: Real Estateamp; Facilities Mgmt (1100) Affiliation: Exempt Employment Type: Temporary Full Time Position Start Date: March, 2024 Position End DAte: December 31, 2024 Salary Information: Pay Grade RNG-030: $52,048 to $65,059 per annumApplication Close: January 26, 2024At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders 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. Before you click Apply nowOnce you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date. In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.