Position Status: Full-Time Regular
Department: Regional Economic Prosperity Services
Employee Group: Exempt
Location: 4730 Kingsway, Burnaby
Regional Economic Prosperity Services is seeking an Office Coordinator who will be the key point of contact for all administrative and business operations within Regional Economic Prosperity Services.
Operating under the mandate to collaborate to advance opportunity and more broadly shared prosperity for all residents of the Metro Vancouver region, Regional Economic Prosperity Services acts a convener and thought leader on major issues that matter to Metro Vancouver’s regional economy.
You are an enthusiastic individual who enjoys taking initiative while working both autonomously and as part of an amazing team. In addition to your strong commitment to customer service, you enjoy a fun, fast-paced environment in which you are able to connect with a wide range of contacts.
The Office Coordinator reports to the Vice President, Regional Economic Prosperity Services and falls within our Corporate Support, Level 2B job family.
- Responds to and directs requests for information; composes, edits and formats correspondence; decides appropriate routing for information or enquiries; tracks incoming and outgoing correspondence; coordinates flow of documents requiring a response; and follows up on outstanding items as required. Plans, organizes and prioritizes own work and manages a variety of business and administrative processes and sequences of tasks.
- Provides administrative support to the President and Vice President, Regional Economic Prosperity Services including preparing reports, agendas, graphic materials, presentations, minutes, correspondence and other related material. Uses independent judgment to coordinate scheduling and travel needs and determines appropriate times, spacing and priority of calendar items when conflicts arise.
- Provides administrative support to assigned Committee(s) or other similar groups or functions. Acts as the first point of contact for members; organizes meeting, travel and event logistics; prepares, distributes and posts agendas; creates and edits reports; and attends committee meetings to provide support as required. Tracks completion of action items and follows up on outstanding items. Organizes events such as roundtables, conference calls and webinars, and provides general administrative support as required.
- Works closely with other team members to monitor the administration of the department budget and expenditures; ensures allocation to appropriate accounts; investigates variances between budget and actual expenditures; initiates corrective action; and prepares quarterly progress reports.
- Assists to prepare, monitor, adjust and forecast the committees’ annual budget ensuring accuracy and reasonableness within set guidelines and policy.
- Prepares and monitors content for the advisory committee webpage. Performs program directives and monitors the status of work plans.
- Liaises with internal and external contacts on a variety of matters including scheduling appointments, collecting and compiling material, coordinating contracts and processing payments. Initiates and manages purchase requisitions and other procurement documents and provides recommendations regarding additional resource requirements.
- Responds to changing needs and unique situations or requests. Researches and collaborates with others to produce or facilitate a wide range of business needs as required.
- Evaluates work flows and revises procedures to increase efficiency and or respond to changing needs. May assist with unusual or one-time projects and tasks as required.
- Tracks and follows-up on matters such as corporate or departmental correspondence, project deadlines and initiatives requiring deliverables from the department.
- Responds to a variety of enquiries pertaining to the department’s and organization’s operations and services.
- Works closely with other team members to manage the department’s physical and electronic records in accordance with departmental and corporate standards. Reviews, drafts, maintains and implements new or revised office systems including methods, forms, and/or procedures to accommodate departmental requirements.
- Coordinates various departmental administrative programs including BMO/Purchase Cards, IT hardware and software requests, memberships, service milestones recognitions and etc.
- Performs other related duties as and when required.
To be successful, you have:
- 5 years of recent, related experience supplemented by high school graduation and completion of post-secondary courses in a relevant field such as office administration; or an equivalent combination of training and experience.
- Considerable knowledge of office administration practices and procedures. Demonstrated administrative skills and abilities including the ability to manage complex calendar and scheduling; draft and format documents for distribution to various audiences that may include Board Committees and the public; accurately transcribe minutes from general dialogue; and manage multiple competing priorities with tact and professionalism.
- Demonstrated ability to assess priorities and adeptly navigate sensitive issues and political sensitivities. Ability to exercise tact, diplomacy, confidentiality and discretion as required.
- Strong interpersonal skills and demonstrated ability to develop and maintain positive and respectful working relationships with internal and external contacts.
- Strong knowledge of Metro Vancouver’s priorities, core services and local governance model.
- Strong verbal and written communication skills, including the ability to effectively listen, and support the resolution of problems.
- Ability to work independently under broad direction, including managing day-to-day priorities and to plan for future needs. Identifies and engages the appropriate resources to resolve issues.
- Demonstrated ability to organize and prioritize tasks to meet multiple time-based deliverables requiring a high level of detail and accuracy.
- Skilled at contributing to the team with constructive ideas, information and experiences.
- Functional understanding of budgeting processes and technology and proficiency using Microsoft office programs, including Word, Excel, Outlook, PowerPoint and SharePoint.
- Ability to work with and oversee the work of temporary or additional administrative staff when workload requires such additional resources.
Metro Vancouver embraces collaboration and innovation in providing sustainable regional services that contribute to a livable and resilient region and a healthy natural environment for current and future generations.
Please follow this link http://www.metrovancouver.org/about/careers/ to our Careers page where you can submit your application by February 12, 2021.
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