1-year certificate in Office or Business Administration or related field plus 3 years of relevant experience.
Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
Experience with PeopleSoft, Financial Supply Chain Management, Human Capital Management, SharePoint, HASTUS, or ARIBA is a plus.
Understanding of the Access to Information Act (ATIA) is advantageous.
Strong relationship-building skills with leaders, employees, and union representatives.
Excellent organizational, communication, and time management skills.
Proven professionalism in handling sensitive and confidential matters.
Responsibilities
Coordinate and manage all incoming correspondence and confidential materials.
Oversee the Manager's calendar, ensuring efficient scheduling of meetings.
Organize divisional meetings, including logistics and documentation.
Schedule collision appeal and grievance hearings with relevant parties.
Prepare and ensure accuracy of divisional correspondence and reports.
Process employee separations and coordinate onboarding for new hires.
Manage travel arrangements for the Manager, including bookings and itineraries.
Benefits
Flexible work options, including potential remote work arrangements.
Opportunity to work in a supportive team environment.
Engagement in diverse administrative tasks that enhance professional growth.
Access to training and development resources.
Full Job Description
Reporting to the Administrative Lead, you will provide confidential administrative and technical support to the divisional Manager of Transit Operations or Service Planning & Strategy, along with the leadership team within the division. You will play a key role in supporting daily operations by coordinating communications, facilitating divisional initiatives, assisting with labour relations activities, and managing complex administrative processes with professionalism, discretion, and attention to detail. Primary duties include:
Coordinate the receipt, processing, and distribution of all incoming correspondence and email inquiries, including confidential material and confidential labour relations information.
Manage and coordinate the Manager's calendar, ensuring efficient scheduling and prioritization of meetings and commitments.
Organize and coordinate all aspects of divisional meetings, including scheduling, catering, agenda preparation, minute taking, and distribution of meeting materials.
Schedule and coordinate collision appeal hearings with union executives, employees, and Leaders.
Coordinate and schedule grievance hearings and discussion meetings with the Manager, union executives, Human Resources, Leaders, and Supervisors.
Prepare and ensure all correspondence, tenders, specifications, reports, and bulletins, meet corporate format standards and accuracy in grammar and procedure.
Process retirements and resignations (employee separations) and coordinate onboarding of new employees.
Maintain office equipment, stock and order office supplies.
Coordinate Manager travel arrangements including booking, payments, itineraries and records.
Support the division in the Conference Application approval process.
Review, verify coding, and recommend invoices for payment approval by the Manager.
Support the approval or sign-off of various divisional documents by the Manager, and when needed, liaise with the Administrative Lead and/or Administrative Assistant to the Director for approval by the Director.
Act as a liaison between Leaders and the Manager, ensuring timely communication and follow-up.
Prepare and arrange approvals of expense reports and Corporate Credit Card expenses for yourself and the Manager.
Provide relief coverage for Spring Gardens reception, other Administrative Assistants, the Administrative Lead, and the Administrative Assistant to the Director.
Coordinate seasonal divisional events and support Business Unit events or Departmental events.
Qualifications
A completed 1 year certificate in Office or Business Administration or a closely related field, plus at least 3 years of relevant administrative experience.
Intermediate level of proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams).
Experience with PeopleSoft Time and Labor, Financial Supply Chain Management (FSCM), Human Capital Management (HCM), Content Server, SharePoint, HASTUS, and/or ARIBA is considered an asset.
An understanding of the Access to Information Act (ATIA) is considered an asset.
Proven ability to build positive working relationships and collaborate effectively with leaders, employees, union representatives, and corporate partners.
Demonstrated organizational, communication, and time management skills, with the ability to manage competing priorities and deadlines.
Demonstrated professionalism when handling sensitive and confidential matters, with a proven ability to work accurately, efficiently, and in a fast-paced environment.
Pre-employment Requirements
Applicants will be tested for appropriate skills.
Successful applicants must provide proof of qualifications.
Workstyle
This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. These arrangements depend on the operational requirements of the role, employee suitability, and are subject to change based on operational needs and corporate direction.
Position and Pay Information
Business Unit: Calgary Transit
Union: ATU Local 583
Position Type: 2 Permanent
Compensation: $34.29 - 45.86 per hour
Hours of work: Standard 35 hour work week.
Days of work: This position works a 5-day work week with 1 day off in a 3 week cycle.
Location: 928 32 Avenue NE OR 800 Macleod Trail SE
