Administrative Coordinator (Thirteen Month Maternity Leave Coverage)


Administrative Coordinator (Thirteen Month Maternity Leave Coverage)

POSITION SUMMARY

Reporting to the Vice President, Operations, Planning & Infrastructure, the Administrative Coordinator is responsible for the coordination of department information into a variety of reports on behalf of the Department VP, for the management of department budgets, and for the coordination of department administrative responsibilities, functions, and support services.

MAJOR POSITION ACCOUNTABILITIES

  1. Provides executive-level support services to the VP Operations, Planning & Infrastructure and other departmental personnel on a project-by-project basis and as assigned by the VP, by ensuring that correspondence, appointments and administrative services are efficiently handled.
  2. Coordinates the collection of information from Project Managers and departmental personnel for inclusion in the Departmental sections of the Board Management report.
  3. Leads departmental strategic planning process by coordinating meetings, creating strategy documents, and tracking accomplishments and progress toward organizational strategic objectives.
  4. Leads process to develop departmental budgets (Project Development, Asset Maintenance, Operations, and Security) through leading meetings, taking note of key projects, and entry into Prophix. Tracks departmental budgets throughout the year to ensure that spending is in line and invoices are coded to the appropriate ledgers.
  5. Gathers and populates statistical information regarding marine traffic activities, emissions, the security regime, and asset maintenance activities within the Port to produce both the Operations Dashboard and the Maintenance Dashboard.
  6. Participates in departmental and project meetings for purposes of recording project activity, meeting discussions, action items and outcomes for a corporate record.
  7. Coordinates departmental activities by arranging for internal and external meeting rooms, departmental telephone and video conferences, arrange tours, books travel and hotels, and completes departmental personnel travel expenses accounts per corporate policy.
  8. Coordinates with departmental staff the transfer and receipt of documents via SharePoint with consultants, contractors, and project proponents.
  9. In conjunction with departmental personnel, ensures that appropriate files are transferred to File Hold.
  10. Liases with consultants, tenants (e.g. DP World) and contractors regarding meetings, tour arrangements, travel, distribution of meeting notes, etc.
  11. Maintains good public relations by effectively ensuring that visitors receive required security passes and are escorted to the appropriate person or meeting room.
  12. Performs other duties as directed by the VP, Operations, Planning & Infrastructure.

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 1-hour lunch break (unpaid).

JOB SPECIFICATION

Formal Education

  • Post-secondary education.

Related Experience

  • Minimum five years experience as an administrative assistant.

Other Requirements

  • Proficient with computers, especially in MS Office, including Outlook, Word, Excel, PowerPoint and SharePoint.
  • Resilient. Embraces and thrives on change.
  • Good spoken and written communication skills.
  • Good analytical, problem-solving and organizational skills.
  • Good judgement and tact in dealing with sensitive issues and confidential information.
  • 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.
  • Good attention to detail.
  • Good relationship-building skills. Able to establish and maintain effective working relationships with employees at all levels in the organization.
  • Self-directed individual.
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program.
  • Possess a valid Class 5 Driver’s Licence

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by Wednesday, November 16, 2022 to:

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

No telephone inquiries, please.

Administrative Coordinator (Thirteen Month Maternity Leave Coverage)

Interested candidates are requested to submit their application in confidence by Wednesday, November 16, 2022.

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