Project and Confidential Service Coordinator

at  TransLink

MARKETING STATEMENT

A career at TransLink and our family of companies means working with people with a wide range of skills and perspectives, all teaming up towards a common goal: preserving and enhancing the region’s world-envied quality of life. Together, we connect the region and enhance its livability by providing a sustainable transit and transportation network, embraced by our communities and people.
At TransLink we are dedicated to building a workforce that reflects the diversity of the communities in which we live. We’re committed to fostering an inclusive, equitable and accessible workplace, recognizing the unique value and skills every individual brings.
Looking for a great place to work where your contributions are valued and you can make a difference in a vibrant city? At TransLink, one of BC’s Top Employers, you’ll help make Metro Vancouver a better place to live, built on transportation excellence. Put your future in motion!

KEY ACCOUNTABILITIES

Provides confidential clerical and administrative support to the Director of Indigenous Relations by producing a variety of highly confidential correspondence, agreements, memos, presentation materials, spreadsheets and reports for First Nations, enterprise senior executives’ leadership, Mayor’s Council and/or Board.
Maintains employee information including employee timekeeping records, change of statuses, personnel contact lists and other related reports as requested.
Assists with preparation and tracking of departmental and project budgets. Monitors expenditures, processes, invoices, contracts, and staff expense claims/receipts, and reports on variances by area; coordinates with First Nations, external consultants/vendors, Finance, Payroll, Strategic Sourcing, and Accounting.
Provides information on application of enterprise procurement policies, procedures, standards and protocols and coordinates with strategic sourcing staff when requested.
Maintains filing and recording systems to ensure the efficient and secure storage and retrieval of often confidential correspondence, reports, agreements, commitments, reference material and other legislatively required documents.
Coordinates planning, organization and attends Indigenous events and celebrations.
Provides support for Indigenous and/or employee engagement on programs, projects, initiatives, and operations, including presentations, meeting notes, action items, and reporting requirements which requires liaising with multiple enterprise departmental teams.
Coordinates information sharing with First Nations and serves as a liaison to keep all parties updated appropriately for departmental and project work; communicates progress updates to First Nations, project managers and others as assigned.
Collects and analyzes information and feedback from First Nations and urban Indigenous organizations for a better understanding of Indigenous interests.
Maintains and updates departmental and project reporting systems, including dashboards, metrics, measurements to support and monitor the design and delivery of the projects, initiatives, and operations. Prepares information for regular and ad hoc reports for management, government agencies, First Nations, and Indigenous groups on the status.
Coordinates and compiles information for internal and external correspondence, drafts, edits, public information materials, newsletters, websites, open houses, etc., and proofreads various documents. Prepares reports and delivers presentations to internal and external audiences when requested. Maintains appropriate confidentiality.

EDUCATION AND EXPERINECE:

Typically requires 3 years of related experience and completion of a Certificate or Diploma in Business Management, Marketing or Communications or a related field of study, or equivalent experience.

OTHER REQUIREMENTS:

General understanding of concepts related to Indigenous history, anti-racism, and decolonization.
Experience working with First Nations and/ or urban Indigenous organizations.
Working knowledge of transportation planning and practices is an asset.
Ability to think creatively and recognize and respond to sensitive issues.
Good interpersonal skills to build and maintain relationships with multiple internal and external Indigenous and stakeholder groups.
Good verbal and written communication and problem-solving skills.
Solid technical skills in Microsoft Office software including Excel, PowerPoint, and other project management tools.
Experience working with Financials & Supply Management software is an asset.
Solid time management skills to balance and coordinate effort across multiple, concurrent activities and manage priorities to meet tight deadlines.

PRIMARY PURPOSE:

Provides confidential clerical, administrative and project support to the Director of Indigenous Relations and participates as a team member to advance Indigenous Relations initiatives, policies, programs, training, events, and communications to promote reconciliation within the eEnterprise as directed by the Director.