Office Coordinator

Classification: Replacement Employee

Rate of pay: $28.02 per hour

Hours of work: 70 hours per pay period

Reports to: Executive Director

Under the supervision and guidance of the executive director, the Office Coordinator provides coordination for the clerical activities of the office, and provides support to the executive director, student executives, and resource staff as required. The Office Coordinator shares a reporting relationship with the executive director.

Please note that this is a replacement posting to fill a leave of absence with an unknown end date. We will give the successful candidate as much notice as we can if the incumbent is going to return to the role, with a minimum of one month’s notice.

Duties

In particular, the Office Coordinator performs the following duties:

Administrative Support

• Provides a reception presence for the CSU’s main office.
• Coordinates the maintenance and repair of the CSU’s administrative spaces.
• Coordinates mail, shipments, and deliveries.
• Coordinates the office’s records and archival systems.
• Provides administrative support for privacy and data security activities.
• Provides administrative support for workplace health and safety activities.
• Working closely with the financial controller, coordinates accounts payable and receivable, and acts as a key contact for student executives, board members, committee members, students, and staff to make it easy to get reimbursed.
• Monitors the office’s supply inventory and coordinates supply orders..
• Coordinates conference travel and accommodations for student executives, board members, and staff, including related payments and reimbursements.
• Coordinates administrative support for board, executive, committee, and collective meetings, including space bookings, catering orders, meeting schedules, invitations, and room set-up, and takes minutes as required.

Other Duties

• Work safely, in accordance with the CSU’s health and safety policy.
• Protect the personal information of coworkers, students, and the public.
• Perform other duties as directed by the executive director.

Here's what it takes to be successful in this role

• In order to be an effective resource to our membership, our successful candidate must be knowledgeable about campus and student life at Capilano University.
  
• There are a lot of moving pieces working at the Capilano Students' Union, and you can expect to deal with a high volume of queries to support students in-person, remotely, and online. This means that our successful candidate must be well-organized, and be able to stay on top of a workflow that includes requests coming from a few different places.
  
• Depending on daily schedules, you might be working alone with minimal in-person supervision for several hours at a time, or you might be working in pairs or in groups on busier days or for specific projects or assignments. This means that our successful candidate must work effectively independently and in teams.
  
• You'll be corresponding verbally and in writing with students, staff, service providers, and community members all the time to assist with accounts payable and administrative work, so our successful candidate must have excellent verbal and written communication skills.
• To be able to quickly settle into your role, our successful candidate would have an easier time being successful in this role if they have at least one year of experience coordinating administrative and clerical activities.

Why work at the Capilano Students' Union?

We strive to be a diverse workplace. We’re working hard to make sure that our staff team reflects the diversity of our membership, guided by the CSU’s equity strategy. Over half of our team members self-identify as women, and people from visible minorities comprise half of our unionized workforce.

We are a certified Living Wage employer. We provide fair (and competitive) compensation packages for all members of our team, including employees who are students, because we believe that everyone who works deserves to make ends meet. As a part of our compensation and benefits package, you can expect:

• Flexible weekly and daily work schedules
  
• Paid sick, bereavement, and compassionate care leave
• A $1,500 per calendar year flexible benefit fund
• Partial reimbursement of child care expenses
• RRSP employer-matching contributions of up to 7.5%

We take our guiding principles really seriously. We think that our values create a fun, dynamic, and challenging work environment – one where no two days are the same, and where our team members look forward to coming to work. If these principles resonate with you, you should think about joining the team:

• Divesting from colonial power, and championing Indigenization
• Demonstrating leadership, value, and impact
• Centring justice, equity, and sustainability
• Delivering results with excellence
• Connecting with students to drive our work

Think you've got what it takes?

Apply now via this platform to join the team!

Please submit your résumé and cover letter, showing clearly how you would be the ideal candidate for this position and meet the qualifications set out above. You can address your correspondence to Christopher Girodat, Executive Director. This position is open until 4 p.m. on February 8, 2024, and we expect to start conducting interviews between February 13-16, 2023. Interviews are going to be scheduled during business hours.

The CSU hires on the basis of merit, and is committed to employment equity and achieving team diversity that mirrors our student population. Folks with disabilities; Indigenous folks; self-identified women; folks from visible minorities; queer folks; and trans, two-spirit, and gender non-binary candidates are encouraged to self-identify during the application process. We are committed to removing barriers in our selection process for people with visible and invisible disabilities — please do not hesitate to reach out to us at hiring@csu.bc.ca if you need accommodation to participate fully in our application and selection process. Our employees are represented by CUPE 1004 in a unionized work environment.