Administrative Manager (Development Services, Buildings & Licensing)

Job title: Administrative Manager (Development Services, Buildings & Licensing)

Job description: Requisition ID: 31059

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
The Administrative Manager executes an extensive range of complex and confidential administrative support for the General Manager – Development, Buildings and Licensing. The Administrative Manager will lead a team of administrative support staff and coordinate daily activities and projects with a strong focus on strategic and value added service delivery.

Specific Duties & Responsibilities

• The Administrative Manager is responsible for the provision of administrative services in support of the department’s strategic plan, goals and objectives and for implementing and ensuring compliance with relevant policies, procedures and regulations. The incumbent communicates team priorities, plans and assigns work, sets and maintains standards and promotes a culture of continuous improvement in response to the changing needs of the organization.
• The position is responsible for developing a high performing administrative support team and determines training requirements; monitors performance and attendance and provides mentorship. The incumbent develops and maintains an efficient system for senior management team a to track key projects; provides coverage to the General Manager’s Executive Assistant when necessary, including attendance at meetings and responding to internal and third party requests.
• The Manager, Administrative Services prepares reports and other correspondence for internal and external purposes, and ensures resource and fiscal requirements of the team are managed in alignment with department’s budget and priorities
• The incumbent is responsible for developing and handling sensitive and confidential documents for the General Manager, Director and Assistant Directors, including Council reports containing information regarding confidential financial and/or human resource issues, documents from the Law Department, employee documentation including drafting correspondence such as employment offer letters, disciplinary letters, performance and/or attendance management related documentation to employees and grievance responses, fee and budget reports and other correspondence.
• The incumbent is responsible for managing the activities of all executive support clerical staff in the department, including recruitment and selection, mentoring and coaching, attendance and performance management, training, work assignment and workload management, discipline, and development and execution of process improvements that are aligned with any transformation that is underway.
• The incumbent is responsible for the update and consolidation of the Annual Fee Report based on instructions from Budgets and through coordination with other City staff involved.
• Oversees department-wide adherence to new Human Resource initiatives such as Attendance Management, performance reviews and hiring practices. The incumbent ensures staffing vacancies are managed in a streamlined, effective and strategic way to maximize resource deployment within prescribed budgets.
• The incumbent participates in a range of interdepartmental work, including:

• representing the department on committees and developing and implementing associated procedures that flow from committees;
• leading interdepartmental process improvement activities, such as conversion of microfiche to electronic documents, assessing opportunities to reduce storage needs, ensuring proper records management practices department-wide;
• leading departmental input into administrative related projects, including identifying priorities and strategic opportunities to improve administrative functions and departmental needs.
• Researches, analyzes, summarizes, prepares and distributes reports, presentations and spreadsheets (including budget reports, staff movement and turnover, processing times and permit statistics) and participates in strategic discussions with the General Manager, Director, Budgets, Human Resources and other departments;
• Managers all aspects of Department-wide human resource requirements, including securing permissions for postings, preparing competition files, strategizing with senior departmental staff on vacancy management; providing regular reports and analysis with respect to attendance management and performance reviews; prepares a variety of sensitive correspondence related to hiring and disciplinary matters.
• Other duties and responsibilities as assigned.

Qualifications

Education and Experience:

• Diploma in Business Administration, Commerce or related field
• A minimum of five years’ experience in an Executive Assistant or Office manager role coupled with responsibilities for managing staff, analysing statistical information, preparing reports, all in a highly varied, highly confidential, high pace environment.

Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills
• Ability to exercise substantial discretion and deal with sensitive and confidential material in support of senior management, internal audit and other sensitive areas of City business;
• Interpersonal skills to promote a supportive, respectful and safe work environment;
• Ability to work effectively as a team member and promote productive and coordinated teams both within and between work groups;
• Ability to determine priorities and meet goals in a timely manner;
• Customer service skills and ability to work with a wide range of employees across the City and external customers and agencies;
• The ability to create a vision with clear expectations for staff and to provide the leadership necessary to set performance goals and coach employees to achieve desired results;
• Progressive management skills to effectively lead a group of clerical staff;
• Ability to plan, organize and manage highly varied work of clerical staff and provide training where necessary;
• Effective organizational skills to manage a changing workload, including tracking, prioritizing and following up;
• Good knowledge of applicable collective agreement; an ability to deal effectively with labour and employee relations issues; knowledge in human resources practices and goals of the City, with a specific focus on labour relations, recruitment and leading and managing employees;
• Ability to make accurate and complex mathematical and statistical computations, and to analyse information that aids in decision making around budgeting, customer service and human resource deployment;
• Experience working with SAP is an asset

Business Unit/Department: Development, Buildings & Licensing (1250)

Employment Type: Regular Full Time

Application close date: July 4, 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. .

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