Manager, Administrative Services (Vancouver, British Columbia (BC), Canada)

Requisition ID: 25561 

Company

Located on the traditional, ancestral and unceded lands of the Musqueam, Squamish, and 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 and Function

The Manager, Administrative Services is responsible for the efficient and effective delivery of administrative and clerical services supporting the Arts, Culture and Community Services (ACCS) Business Unit.  This includes managing the administrative and clerical services team engaged in an extensive range of complex and confidential support services, ensuring consistency in practice and leading administrative and cross-departmental related projects.

ACCS consists of diverse departments including Affordable Housing, Homelessness Services, Non-Market Housing and Social Operations, Cultural Services, Civic Theatres and Social Policy& Projects.

Key Contacts and Reporting Relationships

The position reports to the Director, Operations, Planning and Program Management (OPPM) and oversees administrative and clerical services for the ACCS – WW location. The position directly supervises 3 staff providing day to day administrative and clerical support. Other key contacts include the ACCS Senior Leadership Team, City Clerks/City Manager’s Office, outside agencies representatives and other City of Vancouver department staff.

Specific Duties/Responsibilities

Administrative Services Management:

  • Leads the administrative operations function within ACCS, including developing, implementing and assessing administrative strategies and goals, policies and procedures, workflows and service standards to ensure the effective services in support of the ACCS department.
  • Leads development and documentation of administrative processes and inspires a culture of continuous process improvement.
  • Develops and handles sensitive and confidential documents for the Director of OPPM & Senior Leadership team,.
  • Collaborates with the Executive Assistant to the General Manager (GM) to monitor in committee meetings, Council, CLT and other senior management agendas, meetings and critical management issues to ensure communication to the Director, OPPM & Senior Leadership team and to track progress.
  • Ensures consistent and documented records management practices department-wide as the Departmental Records Officer (DRO) for ACCS records management systems.
  • Reviews departmental records retention schedules, develops, updates, and informs departmental policies and procedures regarding document retention, and ensures that technology systems appropriately track and monitor approved retention schedules for departmental records, updating systems as required.
  • Tracks and follows up on a variety of general ACCS correspondence and inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments are completed in a timely manner.
  • Responsible for preparation and distribution process of internal staff departmental announcements and other relevant communications as required.
  • Provides assistance with SAP reports and inquiries pertinent to managerial requirements.
  • Attends ACCS SL meetings and other stakeholder meetings as directed.
  • Liaises with Facilities, Security and Building Maintenance as the ACCS Department Contact to maintain and communicate departmental matters and to coordinate space allocations and staff moves across ACCS sites.
  • Oversees the coordination of large departmental meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution) with a wide variety of senior level employees, agencies, other levels of government and members of the public. 
  • Delegates tasks to administrative and clerical staff as appropriate.

Human Resources Management:

  • Oversees department-wide adherence to new Human Resource processes and practices such as time entry, staffing action documentation, attendance management and performance management. 
  • Collaborates with senior management and VMC representative to ensure staffing vacancies are managed in a streamlined, effective and strategic manner to maximize resource deployment within prescribed budgets.
  • Has oversight for functions such as the management of personnel files, SAP time entry, security access, P-cards, procures to pay processes, and approves eSAFs/eCAFs.
  • Provides guidance to and oversees updating of orientation package for all new ACCS staff; oversees staff orientations for the department, including departmental safety and security orientations.

Supervision:

  • Manages the administrative and clerical services team; responsible for recruitment and selection, mentoring and coaching, attendance and performance management, training and development, and discipline.
  • Develops, implements, and manages workload and resourcing plan for administrative and clerical staff; ensures the plan and workload assignments are regularly reviewed, adjusted and progressed.

Financial Management:

  • Approves non-salary administrative expenditures, including authorizing the procurement of office equipment, office supplies, business cards. 
  • Manages ACCS professional training and development budget by overseeing, coordinating and processing the annual travel and training budget for all ACCS’ employees, coordinating travel arrangements, calculating the estimated expenses to be incurred, and preparing / processing necessary documentation.

Health & Safety, Project and Committee Coordination:

  • Leads and participates in interdepartmental project work, such as leading a ACCS administrative review or rolling out of departmental systems office system software updates.
  • Ensures implementation of all corporate health and safety policies and procedures, including regular safety inspections at all locations, co-ordination and has oversight of the approval of card access requests, resolution of any issues identified and appropriate communication (including posting) of all health and safety communications.
  • Participates in emergency management activities for ACCS as a member of departmental emergency management team, and, in consultation with the Director, OPPM and Senior Leadership team prepares, updates and maintains the department’s emergency management plan, business continuity plans, business-unit wide call tree and communications, including fan-out lists and responsibilities, to ensure all staff are informed and plans are reviewed and updated regularly.
  • Represents ACCS, as required, in various corporate and employee engagement initiatives, such as United Way drives, FitCity, and Safety Committee.
  • Acts as a member of the Joint Occupational Health & Safety Committee
  • Performs other duties and responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

  • Diploma or Degree in Business Administration, Commerce or related field
  • A minimum of five years’ experience in a similar role coupled with responsibilities for managing staff, analysing information, preparing reports, all in a highly varied, highly confidential, high paced environment.

Knowledge, Skills and Abilities:

  • Thorough knowledge of office practices and procedures.
  • Considerable knowledge of collective agreements to allow for effectively handling of labour and employee relations issues; knowledge of human resources practices.
  • Excellent interpersonal and communication skills, including a thorough knowledge of business English, spelling, punctuation and business math strong teamwork ethics, team building and networking skills.
  • Excellent judgement and constant initiative and diplomacy and tact.
  • Interpersonal skills to promote a supportive, respectful and safe work environment.
  • Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of senior management, internal audit, and other sensitive areas of City business.
  • Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions and deliver/meet goals in a timely manner.
  • Ability to create clear expectations for staff and provide leadership necessary to set performance goals and coach employees to achieve desired results.
  • Progressive management skills to manage fast changing workloads and deliverables.
  • Ability to build and maintain effective working relationships at all levels of the organization and with the public in order to provide exceptional customer service.
  • Ability to research and assess a variety of data and issues.
  • Familiarity with specific City of Vancouver office systems (e.g. SAP, Sharepoint, VanDocs) is an asset.

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

Affiliation: Exempt

Employment Type: Regular Full Time 

Position Start Date: March, 2021

Application Close: February 21, 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.  If you would like to be considered for this exciting and impactful career opportunity, please apply through our careers site.

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.  

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