Administrative Assistant, Gateway Operations


Administrative Assistant, Gateway Operations

The Port of Prince Rupert is located on the scenic North Coast of British Columbia. As Canada’s second largest West Coast port, the Port is strategically situated on the Pacific Rim, with the deepest natural harbour in North America and direct connections to the North American continent by CN Rail’s network reach. Its facilities include modern, high-throughput coal and grain terminals, two cruise terminals and an innovative, intermodal container terminal anchoring the fastest and most reliable trade corridor on the West Coast.

Prince Rupert is home to amazing wildlife and wilderness adventures, unique history and cultural experiences, and the spectacular scenery of the rugged Coast Mountain Range and the Great Bear Rainforest.    Easily accessible by air, rail, cruise ship, ferry or car, Prince Rupert’s attractions include First Nation cultural works of art, fine North Coast galleries and boutiques, parks and walking trails, restaurants, and coffee shops. A balanced lifestyle might include enjoying a round of golf on the golf course or spending time out on the water kayaking, fishing, or taking in the scenery. Reasonable housing costs, organized sports, volunteer opportunities, modern recreation facilities, community groups and festivals all contribute to a comfortable and fulfilling lifestyle for those living in this community.

Watch video clip of Prince Rupert at:  https://vimeo.com/259248722

POSITION SUMMARY

Reporting to the Harbour Master, the Administrative Assistant, Gateway Operations is responsible for the provision of administrative services to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department, Gateway Operators and PRPA’s Credentialing Office.

MAJOR POSITION ACCOUNTABILITIES

  1. Provides administrative support to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department and Security staff by ensuring correspondence, leave, calendars, appointments, office supplies and administrative services are efficiently handled.
  2. Prepares a variety of correspondence, reports, tenders, and submissions for the Harbour Master, the Director, Gateway Operations & Planning, and others, as required.
  3. Assists the Harbour Master and the Director, Gateway Operations & Planning in maintaining a virtual filing system and coordinates the filing of correspondence.
  4. Coordinates the collection of information from departmental staff for inclusion in the departmental sections of the Board Management Report.          
  5. In support to the Credentialing Office, is crossed trained to process and issue port passes via the Avigilon Access Control Manager (ACM), assisting with pass control virtual auditing, responding to email/phone, front line traffic inquiries, and relief coverage when required.
  6. Gathers and populates statistical information regarding operational activities within the Port, which includes but is not limited to the production of monthly dashboards and periodic reports.
  7. Makes all departmental travel bookings and training arrangements and prepares associated correspondence and expense claims.       
  8. Coordinates departmental activities by arranging for internal and external meeting rooms, and departmental telephone and video conferences
  9. Coordinates, schedules, and acts as the recording secretary for the Port’s Operations meetings and the Harbour Debris Society.
  10. Participates in departmental meetings for purposes of recording meeting discussions, action items, and outcomes for corporate record.
  11. Coordinates other meetings, luncheons, and special functions, as requested.
  12. Acts as Operations Section Scribe during EOC activations.
  13. Completes research assignments and other tasks as assigned.

WORKING CONDITIONS

  • Works predominately in an office environment
  • Regular, full-time position (37.5 hours per week).
  • Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with a one-hour lunch break

JOB SPECIFICATIONS

Formal Education

  • Post-secondary education

Related Experience

  • Minimum three years’ related experience

Other Requirements

  • Good spoken and written communication skills.
  • Good customer service skills.
  • Good analytical, problem solving and organizational skills.
  • Good judgment and tact in dealing with sensitive issues and confidential information.
  • Good relationship building skills. Able to establish and maintain effective working relationship with all levels of employees.
  • Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities.
  • Enthusiastic and self-motivated. Works well individually as well as in a team environment.
  • Creative and intuitive thinker.
  • Resilient. Embraces and thrives on change.
  • Proficient in MS Office, especially Microsoft Outlook, Word, Excel and PowerPoint.
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada
  • Possess valid Class 5 Driver’s License.
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program.

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by Friday, April 29, 2022 to:

Director, Human Resources
Prince Rupert Port Authority
200 – 215 Cow Bay Road
Prince Rupert, B.C., V8J 1A2
Fax: (250) 627-8980
Email: careers@rupertport.com

No telephone inquiries please.

ADMINISTRATIVE ASSISTANT, GATEWAY OPERATIONS

Interested candidates are requested to submit their application in confidence by Friday, April 29, 2022

APPLY NOW

Other career opportunities

Position

Posting Date
Closing Date

Gateway Operator

Reporting to the Director, Gateway Operations & Planning, the Gateway Operator is responsible for the daily monitoring, reporting and operation of the PRPA Gateway.
2022/08/04
2022/08/22
+

Gateway Operator

POSITION SUMMARY

Reporting to the Director, Gateway Operations & Planning, the Gateway Operator is responsible for the daily monitoring, reporting and operation of the PRPA Gateway. The Gateway Operator conducts marine, security and road/rail operations duties with support and guidance from the Harbour Master.  The Gateway Operator is also responsible for various administrative tasks such as permit approvals, declarations of security, and the management of the harbour schedule.

MAJOR POSITION ACCOUNTABILITIES

  1. Maintains awareness of all marine activity via radar, AIS, cameras and internet tools.
  2. Ensures that procedures for transportation and storage of dangerous goods and explosives within port limits are maintained and monitors compliance with such procedures.
  3. Ensures continuous monitoring of vessel movements within the Port, including the assigning of berths and anchorages.
  4. Assists in the smooth & efficient turn-around of all vessels calling on the Port by working closely with shipping agents, and all Federal, and local partners.
  5. Approves all gateway operations permits such as dangerous goods, dive, hot work, and paint.
  6. Monitors and maintains access control and security through the gateway via PRPA security systems and related hardware.
  7. Monitors VHF traffic works closely with Marine Communications & Traffic Services for timely response to marine related emergencies.
  8. Acts as a deckhand onboard PRPA vessels as directed by the Supervisor, Marine Operations
  9. Supports PRPA activities pertaining to harbour or at-sea access including Port-sponsored tours, environmental assessments, projects assessments or others as directed.
  10. Responsible for all daily reports, incident reporting and communication to Gateway Operations Management.
  11. Administration of Operational Dashboards, tables, graphs, analytics and other reports to stakeholders and partners.
  12. Responsible for the initiation of the Incident Command process for safety, emergency, marine and security related incidents. This position would play the role of first responder to any safety or security incidences effecting port operations.
  13. Administration of Klein Port Information Management software, and Avigilon Control Management (ACM) and Avigilon Control Centre (ACC) cameras and card access software.
  14. Provides cruise ship operations support on behalf of Gateway Operations. Duties such as ordering lines, security interfacing with declaration of security, staffing Securiguard personnel, signage and requests for water.
  15. Assists in management of Securiguard contractor personnel, day to day operations, cruise ship operations and extra coverage.
  16. Responsible for training and support of the Securiguard contractor personnel.
  17. Performs other duties and projects as directed or assigned.

WORKING CONDITIONS

  • Works in an office environment
  • Shift work rotation, 11 hours in length, 1 week on, 1 week off
  • Nightshift/Graveyard shifts during rotation
  • Rotations on PRPA Vessel, working on water

SPECIFICATIONS

Formal Education

  • Basic Security Training
  • BC Security License
  • Marine First Aid
  • Marine Transportation of Dangerous Goods
  • ICS 100
  • ICS 200
  • EOC Scribe
  • EOC Essentials
  • Marine Facility Security Officer
  • Restricted Marine Radio Certificate (M-ROC)
  • Post-Secondary Education considered an asset

Related Experience

  • Minimum of 2 to 5 years’ of customer service-related experience. Dispatch, administration, receptionist experience also considered an asset.
  • Mariner experience considered an asset.
  • SVOP (Small Vessel Operator Proficiency) considered an asset.
  • SVMO (Small Vessel Machinery Operator) considered an asset.

Other Requirements

  • Good spoken and written communication skills.
  • Good customer service skills.
  • Good analytical, problem solving and organizational skills.
  • Good judgment and tact in dealing with sensitive issues and confidential information.
  • Good relationship building skills. Able to establish and maintain effective working relationship with all levels of employees.
  • Enthusiastic and self-motivated. Works well individually as well as in a team environment.
  • Proficient in MS Office, especially Microsoft Outlook & Excel.
  • Possess a valid Class 5, or equivalent driver’s license and be willing to provide driver’s abstract.
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.
  • Able to obtain a valid Marine Medical Certificate from Transport Canada.
  • Able to obtain a security clearance under Transport Canada’s Security Clearance Program.

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by Monday, August 22, 2022.

Director, Human Resources
Prince Rupert Port Authority
200 – 215 Cow Bay Road
Prince Rupert, B.C., V8J 1A2
Fax:     (250) 627-8980
Email:  careers@rupertport.com

No telephone inquiries please.