Administrative Support Section Coordinator, Strategic Services

TransLink; Vancouver; On-site; CAD 64,000 - 96,000; Full time

Job summary

An established industry player in public transit policing is seeking an Administrative Support Section Coordinator. This role involves complex coordination tasks to support strategic services, including communications, event planning, and policy development. The ideal candidate will thrive in a dynamic environment, managing diverse responsibilities while ensuring confidentiality. With a focus on collaboration and problem-solving, you will play a crucial role in supporting the Transit Police and enhancing service delivery across the region. If you are organized, detail-oriented, and passionate about public service, this opportunity is perfect for you.

Qualifications

• 3 years of administrative experience in a fast-paced environment.
• Solid knowledge of office administration principles and practices.

Responsibilities

• Coordinate and manage calendars, project timelines, and correspondence.
• Monitor and reconcile budgets while maintaining financial records.

Skills

Office Administration

Interpersonal Communication

Organizational Skills

Analytical Skills

Project Management

Education

Diploma in Business Administration

Post-secondary courses in Office Administration

Tools

Word Processing Applications

Spreadsheet Applications

Database Fundamentals

Job description

Administrative Support Section Coordinator, Strategic Services

Metro Vancouver Transit Police ("Transit Police") is the leader in regional public transit policing, operating across 22 communities. It provides policing services to all modes of transit: Bus, SeaBus, SkyTrain, and West Coast Express. In partnership with cross-regional partners, Transit Police prevents crime and provides coordinated police services to transit users throughout the region. It also seeks to have a workforce that is responsive to and reflective of the many diverse communities is serves.

Department

TSM Strategic Services

Responsibilities

PRIMARY PURPOSE

Works independently performing a wide range of complex and confidential coordinating tasks to support the Strategic Services Section within Transit Police, comprised of external and internal communications, event planning, strategy development, policies and procedures, and liaison/reporting responsibilities to the Transit Police and TransLink Security Management Limited Boards. Communicates with and provides services to a wide range of internal and external contacts such as Jurisdictional Police Agencies, Provincial Regulatory bodies, Regional Committees etc. Anticipates and resolves problems, updates Senior Manager, Strategic Services, on status of projects and various tasks. May oversee work of students, casuals, and temps.

KEY ACCOUNTABILITIES

• Coordinates, prepares for and participates in weekly Strategic Services priority setting meetings and quarterly Strategic Plan implementation meetings with members of the Senior Leadership Team.
• Provides support to the Strategic Services section, which includes managing calendars and project timelines, drafting correspondence in the form of official letters and emails to internal and external stakeholders, preparing/proofreading board agenda packages, cover reports and presentations, recording of confidential minutes, and ordering supplies and inventory management.
• Provides support to the Risk, Analytics, and Emergency Management section as required.
• Prepares and maintains section’s financial, personnel and administrative records such as credit card reconciliation, vacation calendars etc.
• Monitors and reconciles budget(s), maintains financial documentation, and provides information, research, statistics, and analysis. Makes recommendations on expenditures towards a defined budget.
• Updates orientation materials and presentations for new Transit Police employees, detailing the responsibilities and functions of the Strategic Services Section and providing an overview of the Transit Police Strategic Plan.
• Maintains filing and recording systems to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents; compiles, updates and maintains procedural manuals.
• Arranges appointments and meetings; coordinates events, functions, and travel arrangements; retrieves, compiles and distributes reference material for meetings, takes and transcribes minutes.
• Administers policing/corporate systems and procedures and maintains timesheets, contact lists etc. for the Strategic Services Section, ensures application of policy, collective agreements, and knowledge of systems and structures. Also coordinates front-end payroll activities based on application of policies and collective agreements, liaising with Finance as required.
• Attends to routine enquiries and referring to others where appropriate; tracking, expediting, and following up on information flowing in and out of the office; taking messages; providing information about section policy and procedures; following up with managers and staff to ensure the complete and timely provision of information requested by management.
• Maintains and orders outreach, communications and customer engagement supplies, and oversees the general office needs of the section.
• Identifies and resolves problems related to the day-to-day administrative work concerning the Strategic Services section. Makes decisions related to the content on the intranet web page, vacation sign-up process to ensure accuracy of information etc.
• Participates in special projects by providing administrative support as required to staff assigned to project work.

Qualifications

EDUCATION:

The requirements for this position would typically be acquired through a diploma in Business Administration and post-secondary courses in office administration.

EXPERIENCE:

3 years of prior administrative experience working in a fast-paced environment, requiring a high degree of confidentiality.

Other Requirements:

• Solid knowledge of the principles of office administration.
• Solid interpersonal, verbal & written communication skills to explain policies and collective agreement provisions to others, and to exchange related information.
• Solid organizational skills to coordinate a diverse range of program-related activities. Project management training and experience is an asset.
• Solid analytical skills to accurately apply policies, procedures, and collective agreement, and to carry out and report on advanced analysis.
• Solid knowledge of standard office tools including word processing and spreadsheet applications, together with knowledge of database fundamentals.
• Must pass an enhanced security clearance to be employed and to remain employed with Transit Police.
  

Other Information

Recruitment Process: An applicant will be required to demonstrate their suitability for this position by meeting the minimum level of qualifications and experience in order to be invited into the selection process. A standard interview format will be used including general, scenario and behavioural descriptive interview questions.

Work Schedule

37.5 hours per week.

Work Designation

Resident: This position works predominately on-site.

Rate of Pay

Pay Grade 3: $64,000 - $96,000 per year.

Conditions of Employment

Applicant will be required to possess or have the ability to obtain and maintain enhanced security clearance.

INSTRUCTIONS: Please save your (1) cover letter, and your (2) resume as one pdf document prior to uploading your application on-line.

Please note that only those short listed will be contacted.

Having trouble applying? Please view the System Requirements & FAQ's by going to http://www.translink.ca/careers.

Transit Police are committed to employment equity.