MINIMUM QUALIFICATION REQUIREMENTS

Education and Experience:

• Grade 12 supplemented by courses in administrative management with at least 5 years working at a senior management level in an administrative capacity and/or an equivalent combination of education and experience
• Requires excellent interpersonal and communication skills including a thorough knowledge of business English, spelling, punctuation and business math.

Knowledge, Skills and Abilities:

• Extensive knowledge of office practices and procedures
• Considerable knowledge of and ability to explain and apply City programs, policies, procedures, and collective agreements
• Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, minutes, and reports
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information
• A high level of sensitivity when interacting with the department’s clientele and staff.
• Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions
• Ability to develop, recommend and implement new work methods and procedures
• Ability to build and maintain effective working relationships at all levels of the organization and with the public and to provide exceptional customer service
• Ability to work independently and work collaboratively in a team environment
• Ability to research and analyze a variety of related data and issues
• Ability to use a multitude of office equipment
• Advanced level of experience with MS Word, Excel, PowerPoint, and Outlook. Experience with SharePoint and ERP systems like SAP is an asset.
• Ability to be flexible in terms of hours of work

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: IT, Digital Strategy & 311 (1070)
Affiliation: Exempt
Employment Type: Regular Full Time
Position Start Date: October, 2025
Salary Information: Pay Grade RNG-050: $70,499 to $88,129 per annum

MAIN PURPOSE AND FUNCTION

This position serves as Manager of Administrative Services for Technology Services, including serving as the Executive Assistant to the Chief Technology Officer.
As Manager Administrative Services, Technology Services, the position is responsible for coordinating the flow of time-sensitive information to and from the Technology Services Leadership Team. This includes managing the intake, prioritization, and distribution of communications, ensuring timely responses to internal and external inquiries, and maintaining alignment across multiple strategic and operational initiatives. The role also supports the Leadership Team by preparing briefing materials, tracking action items, and facilitating effective decision-making processes. Additionally, the Manager oversees administrative protocols, optimizes workflows, and
As the Executive Assistant to the Chief Technology Officer, the position is accountable for enhancing the CTO’s effectiveness by providing administrative support maintaining the CTO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, and identifying emerging issues within the department. ensures that documentation and reporting standards are consistently met to support transparency and accountability across Technology Services.

SPECIFIC DUTIES/RESPONSIBILITIES

• Assesses administrative support needs across the department and makes necessary recommendations to improve efficiencies and inspiring a culture of continuous process improvement.
• Manages an administrative support team by providing ongoing direction, coaching and mentoring, Handling of performance and attendance issues and responsible for recruitment and selection.
• Delegates tasks to administrative and clerical staff as appropriate
• Ensures consistent and documented records management practices department-wide as the Lead Departmental Records Coordinator (DRC). Arranges for system licenses, develops, documents, and implements administrative standards, procedures, processes and templates. Reviews departmental records retention schedules, develops, updates and communicates departmental policies and procedures regarding document retention
• Provides guidance to and oversees updating of orientation package for all new TS staff; oversees staff orientations for the department, including departmental safety and security orientations
• Leads the continued development, refinement and sustainment of TS records and ensuring adherence to city-wide and departmental records management policies. Workflow improvements, and recommending staff training on accessing and filing records,
• Develops, interprets and communicates departmental methods and procedures
• Responsible for preparation and distribution process of internal staff departmental announcements and other relevant communications as required.
• Oversees department-wide adherence to new human resource, and time processes and practices such as time entry, performance management.
• Manages TS travel and training budget by overseeing and coordinating training requests approvals. Develop and communicate TS training policies and procedures to staff.
• Administer and manage the TS learning platforms and accounts (Gartner and Udemy). Work closely with training vendors to ensure course catalogues align with TS staff training needs.
• Leads the content creation and maintenance of TS’s SharePoint site and TLT organizational charts
• Represent TS at the Equity Council. Leads and coordinate JEDI initiatives within TS
• Coordinates and support TS staff events and other team building activities/events.
• Coordinates regular TS managers and all staff meetings.Prioritizing and tracking agenda and follow-up actions.
• Oversees the coordination of large departmental meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution) with a wide variety of senior level employees, agencies, other levels of government and members of the public.
• Represents the department on various committees and develops associated administrative procedures that flow from committees work.
• Creates and assign personnel files for TS staff
• Ensures implementation of all corporate health and safety policies and procedures, including regular safety inspections at all locations, fire drills. Resolution of any issues identified and appropriate communication of all health and safety communications.
• Coordinates and manages the regular Technology Managers Meeting, All staff meetings, prioritizing and tracking agenda and follow-up actions.