Administration Coordinator Jobs

WHO WE ARE:

Chartered Professionals in Human Resources of British Columbia and Yukon (CPHR BC & Yukon) propels the HR profession forward by supporting its members with education and advocacy. We are the Voice of the HR Profession and the sole grantor of the CPHR designation in BC and the Yukon. Our team consists of professionals who are focused on providing excellent customer service to our members and partners in a fun, supportive, and collaborative hybrid workplace environment. CPHR BC & Yukon has been named one of Canada’s Best Places to Work by Human Resources Director (HRD) for 2023. The best places to work in Canada share a commonality: happy employees who feel valued and supported in the challenging new world of work.Our team is growing, and we are looking for an Administration Coordinator.

Position Description Summary

Reporting to the Director of Strategic HR & Operations, the incumbent will be responsible for handling a variety of administrative duties, including Board administration support for CPHR Canada and CPHR BC & Yukon. This role will split their focus and time providing administration support for CPHR BC & Yukon and CPHR Canada (which operates within the same office).

This is a hybrid, full-time salaried 1-year contract position based in Vancouver, with the potential of becoming permanent. This role will also be cross-trained for Front Office coverage duties and Member Services Coordinator duties for ease of vacation coverage. The incumbent will be expected to commute to the office 4 days per week.

Principal Accountabilities

• Other duties as assigned and as appropriate.
• Supports and maintains SharePoint Board sites for both BC & Yukon and Canada.
• Handles SHRM/CPHR Pathway requests for CPHR Canada and corresponds with all provinces.
• Able to travel for work events and meetings.
• Effectively triages visitors, telephone calls, correspondence, and incoming materials by screening and prioritizing for immediate attention, distributing as appropriate, taking, and relaying messages.
• Maintains filing and distribution systems for a variety of records and files including confidential information.
• Able to identify improvement opportunities.
• Attends and acts as a recorder for confidential meetings such as senior management/committee meetings and follows up on action items and in-services as required.
• Liaises with external organizations on behalf of the designated Leader to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
• Prepares and updates various documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Some materials may be confidential or include information of a sensitive nature.
• Supports the coordinates of meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision-making and meeting facilitation.
• Organizes and maintains professional graphical presentations, including presentations given to groups outside of the organization.
• Participates in the planning and coordination of clerical and administrative activities/services.
• Responds to verbal and written communication and liaise internally and externally by screening requests and inquiries, deciding on the importance and urgency of the request, providing a response, and/or forwarding it to the designated Leader or other senior staff for reply.
• Coordinates correspondence for some provinces.
• Supports on-site at Member and Association events as required: virtual & in person.
• Advocates for the human resources management profession and promotes the relevance of the CPHR.
• Supports the coordination of administrative meeting logistics and makes catering, travel, and accommodation arrangements.
• Supports the digitization of current Association processes.

Qualification & Knowledge Skills

• Strong technological knowledge and ability to work with complex web systems.
• Strong sense of anticipatory skills.
• Positive and respectful customer service skills.
• Proficient in Social Media platforms.
• Familiarity with Board administration processes preferred.
• Minimum 2 years working in an office support, administration role.
• Knowledge of French will be considered an asset.
• Strong interpersonal, verbal, and written communication skills and ability to interact at all levels of the organization.
• Proficient in all office communication formats including MS Office products (Excel, Word, PowerPoint, Teams, etc.)
• Proficiency in SharePoint will be considered an asset.
• Strong integrity, judgment, discretion, and professionalism.

Our Ideal Candidate:

• A collaborative team player, with a positive attitude and the ability to build effective relationships at all levels of the organization.
• ·An ethical, solution-oriented individual with strong business acumen with the ability to maintain confidentiality.
• A self-starter who takes ownership and flourishes in a fast-paced and changing environment.
• Someone who can work in a respectful and inclusive manner respecting all levels of diversity and inclusion in the workplace as well as among the association members.
• Someone who has excellent time management and organization skills with the ability to multitask and prioritize conflicting deadlines.
• A tech-savvy individual with strong project management abilities and analytical skills that maintains a high level of quality.

Position Salary Range: $50,000-59,000 (commensurate with experience)

Our competitive benefits package includes:Health & Dental benefits, Vision care, RRSP Contributions, Paid Volunteer day, Summer Hours, and a hybrid and flexible work environment.

Deadline to apply: June 26, 2023

CPHR BC & Yukon celebrates equality and diversity in the workplace. Our commitment is to ensure equity in employment, and we affirm and welcome applicants from all backgrounds of race, colour, ancestry, place of origin, religion, marital status, family status, physical or mental disability, gender identity, gender expression, sexual orientation, and age, except as prescribed by law.