Divisional Administrator

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, joinThe City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request. Reporting to the Senior Manager of Service Excellence, the Divisional Administrator will provide administrative support to the managers, leaders, and their respective teams within the Planning & Development Services - Service Excellence division. The successful candidate is highly motivated with proactive problem-solving skills, performs well independently and in a team, is adaptable to multiple quickly changing priorities and strives to make others successful. Primary duties include:

• Review manager's emails and identify urgent items, action items, and deliverables and bring to their attention. Ensure confidentiality is maintained.
• Oversee calendar management to organize and optimize leadership time commitments, including setting up reminders/desk time in the manager's calendar for the review of major deliverables.
• Oversee meeting management, including agenda setting, minutes and action items. Follow up on actions items, capture updates and help prepare for future agendas. Distribute the meeting minutes accordingly and file appropriately.
• Manage office moves, technology needs, corporate credit cards and Accounts Payable Workflow by creating and tracking requisitions, invoices, purchase orders, non-purchase orders and receipts.
• Arrange travel, venue bookings and catering as required, and quarterly safety inspections and support the division with safety-related items.
• Track vacations and other time off leaves for the manager, leaders and staff within the division. Update organizational charts, phone lists and email distribution lists.
• Provide relief support and cross-train with others within the business unit including other Divisional Administrators, and the Director's Office's Executive Advisor and Administrative Assistant.
• General office duties - formatting of documents, filing, copying, scanning, telephone and collecting data for reports.
• Train new administrative staff as required.

Qualifications

• A completed high school diploma plus at least 4 years of related experience; OR
• A completed 1-year certificate in business administration plus at least 2 years of related experience.
• Intermediate level of proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word, and Teams) is required.
• Previous experience with Finance & Supply Chain Management (FSCM), Content Server and SharePoint experience will be considered assets.
• Success in this position requires good customer service and teamwork skills, excellent communication skills, political acumen, strong planning and organizing skills and the ability to multi-task while maintaining accuracy.