Administrative Coordinator – Metis Nation British Columbia

26 June 2023

Apply for this job

Email *

Job Description

  • Anywhere

 

Métis Nation British Columbia

Administrative Coordinator

#23-081

Department of Operations and Administration

Position:        
Permanent Full-Time (37.5 hours per week)

Location:       
Provincial office – Station Tower (13401 – 108th Avenue, Surrey)

Closes:          
July 7, 2023

Classification:
Coordinator 1                   

Salary Range:
$55,000 – $65,000 annually

ABOUT MÉTIS NATION BRITISH COLUMBIA:
Métis Nation British Columbia (MNBC) develops and enhances opportunities for our Métis communities by implementing culturally relevant social and economic programs and services. Through teamwork, respect, dedication, accountability, integrity, and professionalism, MNBC strives to build a proud, self-governing, sustainable Nation  in recognition  of inherent rights for our Métis citizens, assisting in the delivery of services based on policy, process, and specified regulations.

MNBC’s KAA-WIICHIHITOYAAHK (We take care of each other) Initiatives offers employees a competitive total compensation package including:

  • comprehensive group benefit package or health-care spending account and enrollment in the Municipal Pension Plan
  • 15 paid days per year for statutory and
  • cultural days (Indigenous Peoples Day, Truth and Reconciliation Day, & Louis Riel Day)
  • carpool, parking & public transit subsidies (Provincial Office only)
  • educational spending account and professional development allowances to provide annual funding to continue lifelong learning and skills upgrade.
  • remote workplace supports.
  • internal advancement & redeployment opportunities

ABOUT THE OPPORTUNITY
Reporting to the Manager of Administration, the primary purpose of the Administrative Coordinator (AC) is to lead the overall organization and administration of front-desk operations. The AC develops and coordinates business, program, and project level support that contributes to the efficient operation of the main reception area. In addition, the AC is responsible for creating and maintaining a safe, positive, professional work environment as a point of contact for citizens, visitors, staff, and board members. The position supervises, mentors, and trains the Receptionist.

KEY DUTIES AND RESPONSIBILITIES

  • Maintains supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
  • Ensures all opening and closing procedures are conducted day to day in accordance with standard operating procedures.
  • Responsible for the development of customer service standards for MNBC and regularly communicates changes with counterparts across the organization.
  • Participates and supports the administrative Community of Practice to effectively create and standardize office policies and align procedures across the organization.
  • Ensures comprehensive and full coverage for the main reception area by scheduling receptionist support and offering cross training for development of backup receptionist support.
  • Creates and maintains a log for all incoming/outgoing mail, deliveries, phone calls, and visitors.
  • Assists with the development and preparation of technical documents in collaboration with the receptionist and Manager of Administration.
  • Maintain office security by monitoring access to the premises, issues visitor passes and maintain access logs, and ensures that only authorized individuals enter the building. Periodically reviews procedures and brings recommendations forward to Manager of Administration.
  • Arranges for maintenance/repair of photocopiers and ensures serviceability of all machines within HQ.
  • Tracks and reports on spending trends in office expenditures and alerts supervisor of unusual expenses or trends.
  • Achieves administration goals and objectives through planning, collaboration, and timely completion of operational projects.
  • Supports the Manager of Administration in completing duties related to administrative management, including all MNBC regional office requirements (such as ordering/coordination of supplies).
  • Generates spreadsheets, reports, and other documents (standard operating procedures) as required.
  • Provides limited administrative support to other departments within MNBC as needed.
  • Coordinates work tasks and priorities in a high-volume and fast-paced environment.
  • Other administrative support duties, as required, from time to time.

 
THE IDEAL CANDIDATE

  • Diploma or degree in Business Administration or related field. A combination of relevant experience, education, and training may be considered.
  • One (1) year supervisory experience with a proven track record of effectively leading and motivating individuals
  • Strong problem-solving and decision-making abilities, resolving conflicts and addressing challenges to maintain a positive work environment.
  • Three (3) years of experience in a large office environment.
  • Knowledge and/or awareness of Métis people in BC.
  • Proven ability to prioritize tasks, meet deadlines, and work with minimal supervision.
  • Knowledge of general office systems and procedures, including electronic filing systems, office equipment, multi-line switchboard, photocopiers, etc.
  • Experience with Microsoft Office 365, Teams, Word, Excel, Power Point.
  • Proven ability to proofread documents for formatting and grammatical and spelling errors.
  • Demonstrated ability to effectively communicate both verbally and in writing

OTHER COMMENTS

  • Other duties may be assigned as needed to help ensure the efficient operation of MNBC.
  • There will be a need to attend meetings and events which may require work and travel outside of normal business hours.
  • Ability to provide a satisfactory Criminal Record Check.

The above requirements are what MNBC is seeking in the ideal incumbent at the time of posting and are subject to change based on needs.  
Pursuant to section 41 of the BC Human Rights Code, preference may be given to applicants who self-identify  as Indigenous (First Nation, Métis or Inuit). All qualified candidates are encouraged to apply.
 
PLEASE NOTE THAT CANDIDATES MUST APPLY using “Administrative Coordinator – #23-081” in the subject line of the email. Please send your resume and cover letter to:
 
Chris Tupy
Senior Director of Operations and Administration
Métis Nation British Columbia
Email: ctupy@mnbc.ca