CLK 15R – Municipal Board Services Coordinator

Employer Description

BC Pension Corporation is one of the largest professional pension service providers in Canada. We serve over 718,000 active and retired members and more than 1,000 plan employers, paying out nearly $500 million in benefits each month (over 5.8 billion a year) to over 233,000 retirees.

One in eight BC citizens is a member of one of the five pension plans we serve. Services include providing plan information to members and employers, managing contributions and members records, paying pension benefits, and providing policy, financial and communication services to plan boards. We are a community of dedicated professionals who share common beliefs about client service and a desire to make our organization an even better place tomorrow than it is today.

Job Description

Classification: Clerk R15
Salary Range: $59,015.56 to $66,749.47 per annum
Union/Excluded: BCGEU
Security Screening: Required
Job Type: One regular full time and one temporary full time for one year
Additional Info: An eligibility list to fill future vacancies may be established. Testing may be required. The temporary opportunity may be extended or made regular.

We are seeking a Municipal Board Services Coordinator, to join our team in VICTORIA, British Columbia, Canada. 

The Municipal Board Services Coordinator works under the direction of the Manager, Municipal Board Services and is responsible for planning all aspects of board and committee meetings, events and board education. The Municipal Board Services Coordinator plays an integral role in ensuring smooth coordination and maintenance of records and information between the board, secretariat and other key parties. The Municipal Board Services Coordinator works in a confidential environment where communications frequently concern complex, sensitive and urgent matters and the incumbent must be able to effectively organize workflow and be able to adapt quickly to changing priorities. The Municipal Board Services Coordinator also provides general administrative support, as required. 

Hybrid Work Model

This position is located in our Victoria, BC office. You will have the opportunity to work part of the time on-campus and part of the time off-campus. Guidelines and requirements for in-office presence are determined by operational need and vary according to the unique needs of each business area.  

Responsibilities

1. Event Services:  

• Plans and coordinates board and committee meetings, events and board education.
• Plans and coordinates staff teambuilding and social events.
• Establishes and maintains effective, collaborative and constructive relationships with community partners, contractors, other pension plans and external key parties to positively influence others and meet the client’s needs.
• Establishes and maintains communication channels and acts as liaison with other parties involved in the planning and/or participation in the events.
• Plans, negotiates and carries out the logistical details associated with all events including working with suppliers, facilities rental, accommodations, event room setup, menu planning, audio video requirements. Provides catering services comprised of setting up, servicing and clean up, as required.
• Participates in event development by coordinating and attending planning meetings, gathering information, meeting minutes and preparing summaries and plans.
• Performs necessary site visits and attends as on-site facility coordinate and contact, as required.
• Negotiates and manages contracts for facilities, catering and equipment related to the event.
• Compiles and analyzes event information and prepares and presents reports for board/secretariat leadership, as required.

2. Information and Records Services:  

• Prepares the confidential email update to trustees that informs them of relevant board related business matters and emerging issues, by screening and prioritizing information received, and drafting the updates in a quick, user-friendly format.
• Manages confidential board correspondence to/from plan key parties, including reviewing content for prioritization and determination of appropriate action, maintaining an efficient bring forward system for replies, and reporting correspondence to chair, vice chair and board, as required.
• Proofreads and edits various forms of draft correspondence in accordance with standards, spelling, and grammar.
• Maintains the trustee website.
• Maintains, documents, and classifies board and secretariat records, including the decision index, in accordance with established policy and procedures.

3. Financial and Administrative Services: 

• Verifies expenses and invoices for accuracy and policy compliance, and coordinates the approval process.
• Prepares expense claims on behalf of team members.
• Tracks costs against budgets and contract parameters.
• Manages the administration of contracts in accordance with established policies and procedures.
• Prepares, manages and maintains surveys for the board and board office
• Provides branch-wide administrative support services, including reception, supplies, staff events, board schedules, canvassing, travel booking, and other administrative duties, as required.|

Qualifications

Must have:

• Certificate or diploma in business administration or related field.
• Three years of related experience preferably within a corporate governance environment, that includes:

-Experience in event planning

-Experience in records management administration

-Experience providing client/customer service

-Experience and proficient with Microsoft Office Suite

-Experience drafting, proofing and editing written communication

-Experience tracking, managing and prioritizing the flow of information (i.e. correspondence)

• An equivalent combination of education, training and directly related experience may be considered

Nice to have:

• Experience with venue contract negotiations is preferred.
   

Knowledge, Skills and Abilities

• Demonstrated ability to establish and maintain strong working relationships – to work cooperatively and to coordinate with a variety of individuals both within and outside the corporation in a professional, client service-oriented fashion
• Excellent oral and written communication skills
• Demonstrated ability to work effectively and efficiently, manage changing priorities and high volumes of work, while under time pressure
• Demonstrated ability to exercise sound judgment and handle confidential information with utmost discretion
• Ability to interpret and analyze client needs, think independently, pro-actively identify issues and suggest strategies for issue resolution
• Strong attention to detail and organization skills
• An ability to learn new systems and computer applications as needed
   

Application requirements

Cover letter: Please do not submit a cover letter; it will not be reviewed.

Resume: A resume is required as part of your application. Ensure your resume includes your education, the start and end dates (month and year) of your employment, and any relevant information that relate to the job requirements.

Questionnaire: As part of the application process, you will be prompted to complete an online questionnaire to demonstrate how you meet the job requirements. Responses will be used to shortlist applicants against the job requirements. Please allow approximately 20 minutes to complete this questionnaire.

Applications will be accepted until 11:59 pm PST on the closing date referenced above. Late applications will not be considered.

Please apply through our career website: https://fa-exby-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1013/requisitions

Diversity & Inclusion

BC Pension Corporation is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law. 

We are committed to ensuring that reasonable accommodations are made available to persons with disabilities during the recruitment, assessment and selection processes and will provide reasonable accommodations upon request. If you require assistance or accommodation due to a disability, please email us at jobs@pensionsbc.ca.  

Thank you for your interest in working with us. We will let you know about your status in this competition as soon as possible. If you have questions about this opportunity, please email us at jobs@pensionsbc.ca