Manager Administrative Services - City of Vancouver, Vancouver

AI Summary

This Administrative Manager role at the City of Vancouver, located in Vancouver, oversees the efficient delivery of administrative and clerical services for Vancouver Fire Rescue Services (VFRS). Key duties include managing administrative staff, developing policies, and leading process improvements. Top requirements include a diploma or degree in Business Administration or a related field, coupled with at least five years of management experience in a fast-paced, confidential environment, demonstrating strong ability to lead.

About the Opportunity

The City of Vancouver is recognized as one of the world's most liveable cities, committed to exceptional public service, sustainability, and equity. As a leading employer in British Columbia and Canada's Greenest Employers, the City actively seeks dedicated professionals to contribute to its vision. This vital administrative management position within Vancouver Fire Rescue Services (VFRS) offers a meaningful career path, playing a key role in upholding ethical governance and ensuring equitable access to essential services for citizens. The successful candidate will join an innovative, inclusive, and engaging workplace, contributing to the City's commitment to being a City of Reconciliation and supporting the diverse needs of the Vancouver community. This role requires a strong ability to manage complex administrative functions.

Key Responsibilities and Impact

The Administrative Manager is central to the efficient and effective delivery of administrative and clerical services supporting Vancouver Fire Rescue Services (VFRS). This includes the comprehensive management of the administrative and clerical services team, overseeing recruitment, performance, training, and discipline. A core responsibility involves leading administrative operations within VFRS, which encompasses developing and implementing administrative strategies, policies, procedures, and service standards to ensure optimal support. The role demands the ability to develop and manage workload plans for administrative staff, ensuring regular review and adjustment. Furthermore, this management position is crucial for developing and handling sensitive and confidential documents for the Executive Board and Senior Management team, including Council reports, financial information, and human resource issues. The manager will also track VFRS correspondence, oversee departmental HR process adherence, including time entry and staffing action documentation, and provide guidance for new staff orientations. Ensuring implementation of corporate health and safety policies and liaising with Facilities and Security are also key aspects of this comprehensive administrative role in Vancouver.

Qualifications and Expertise

To excel in this administrative management role, candidates require a Diploma or Degree in Business Administration, Commerce, or a related field. This must be complemented by a minimum of five years of experience in managing staff, analysing information, and preparing reports within a highly varied, confidential, and fast-paced environment. An equivalent combination of training and experience may also be considered. Essential knowledge includes a thorough understanding of office practices and procedures, considerable knowledge of collective agreements for handling labour and employee relations issues, and familiarity with human resources practices. The successful applicant will possess excellent interpersonal and communication skills, strong teamwork ethics, and proven progressive management skills to navigate fast-changing workloads. A critical ability is to exercise substantial discretion and handle highly sensitive and confidential information with excellent judgement, initiative, diplomacy, and tact. The capacity to multi-task, organize, and prioritize work under pressure, while consistently meeting goals, is paramount. This role requires the ability to build and maintain effective working relationships across all levels of the organization and with the public, providing exceptional customer services, and the ability to work both independently and collaboratively. Proficiency with computer software such as MS Suite, VanDocs, SharePoint, and SAP is also expected for this administrative services position in Vancouver.