As a Divisional Administrator, you will provide assistance to Coordinators and Managers and you will be the first point of contact for the division in addressing and routing inquiries through e-mail and staff inquiries within the division. Primary duties include:
- Provide support for a team of leaders with time/labour tracking, calendar and e-mail management, coordinating security access/deactivation for new/departing staff.
- Support daily monitoring/managing of Coordinators' calendar, e-mails, schedule meetings, book boardrooms, monitor assets (mobile devices, parking, corporate credit cards), arrange travel and accommodations for staff attending conferences.
- Train new staff on PeopleSoft, time and labour and SharePoint sites.
- Provide document management for the division, such as printing, signing and mailing/e-mailing application related letters to applicants/developers.
- Assist with recruiting process in PeopleSoft Human Capital Management (HCM), coordinate interview and testing for candidates, update divisional Full Time Equivalence (FTE) spreadsheet to track vacancies for management reporting.
- Review all divisional purchase orders, invoices and non-purchase orders to validate expenditure.
- Assist with financial transactions associated with capital project delivery including use of PeopleSoft Financial and Supply Chain Management (FSCM).
- Arrange meetings with internal and external partners groups, including City Council.
Qualifications
- A completed 1 year certificate in Business Administration and at least 3 years related experience directly supporting Managers.
- Intermediate proficiency with Microsoft Office (Outlook, PowerPoint, Word and Excel).
- Previous experience with LiveLink, PeopleSoft HCM and FSCM, and SharePoint will be considered assets.
- Familiarity with the Corporate Project Management Framework is an asset.
- Demonstrate organizational skills, accuracy, possess high attention to detail and adaptability to changing priorities.
- Strong communication and problem-solving skills.
- Possess the ability to effectively contribute and work in a fast paced team environment.
Pre-employment Requirements
- 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: Community Planning
- Union: CUPE Local 38
- Position Type: 1 Temporary (up to 12 months)
- Compensation: Pay Grade 6 $34.37 - 45.97 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: 800 Macleod Trail SE
- Audience: Internal/External
- Apply By: September 8, 2026
- Job ID: 314977
