Administrative Coordinator (RE-03), Small and Medium Size Banking Group, Vancouver

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

This is an anticipatory staffing process.

Duties

OSFI is looking for a dynamic and motivated individual to take on the role of Administrative Coordinator. The position is responsible for providing efficient and effective administrative support to the Directors and Vancouver office team in supporting continuous, risk-based supervisory activities. Activities include supporting communication with stakeholders, coordinating meetings, organizing events and support material, as well as assisting with budget preparation and monitoring, including the administration of travel and hospitality claims. Considerable organizational and time management skills are required in order to respond effectively to changing work demands and priorities of the Vancouver office.

• Assists with the planning, prioritization and coordination of administrative requirements, projects and assignments for the Vancouver office to ensure the effective and ongoing provision of service and support.
• Contributes to maintaining a professional relationship with stakeholders including relationships with other government agencies, industry associations and officials from regulated banks, trust & loans companies and federal credit unions.
• Provides support to unit Cost Centre Manager, including financial reports for travel, professional fees, hospitality, postage and other budgeted costs.
• Efficiently books travel using tools available and provides overall reporting on travel expenses and other unit expenses.
• Coordinates and schedules appointments, meetings, conferences and travel arrangements for the office’s leadership, attending to related logistics and any special requirements.
• Prepares, composes, formats and edits a wide variety of documents, reports, presentations, memoranda and correspondence using established templates and internal standards.
• Coordinates, with the Administrative Assistant, coverage of reception, facility requirements from building management, maintenance of premises and office supplies.
• Manages the flow of incoming correspondence, ensuring the appropriate distribution of documents in accordance with established information management practices.

Intent of the process

This selection process may be used to establish a pool of qualified candidates, which could be used to staff similar or identical positions with various linguistic profiles and requirements, security profiles and various tenures.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

ESSENTIAL EDUCATION
• Successful completion of post-secondary education OR completion of secondary education and approximately 3 to 5 years of applicable work experience.

Degree equivalency

ESSENTIAL EXPERIENCE
• Recent and significant experience in providing administrative support services to senior management and organizing multiple priorities with competing deadlines.
• Recent experience in planning, preparing and coordinating meetings and events including the preparation of supporting documents and following up on action items.
• Significant experience in the use of word processing, spreadsheets and email software such as the Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).
• Experience using an electronic filing system and hard copy filing systems.

The following will be applied / assessed at a later date (essential for the job)

English essential

Information on language requirements

ESSENTIAL KNOWLEDGE
• Knowledge of the methods, techniques and practices related to the delivery of general administrative support services.

ESSENTIAL COMPETENCIES
• Results Orientation
• Service Orientation
• Professional Judgement
• Collaboration
• Excellent written communication skills
• Excellent oral communication skills

The following may be applied / assessed at a later date (may be needed for the job)

In addition to the Essential Qualifications identified above, please provide details if you possess one or more of the following Asset Education and Asset Experience criteria identified below.

ASSET EDUCATION
• Post-secondary education in a relevant field of study.

Degree equivalency

ASSET EXPERIENCE
You may be required to meet one or a combination of any of these asset experience criteria, and therefore, if you possess it you should provide details in your resume.
• Experience working in a Federal Public Service Department or Agency, in an administrative role.
• Experience in providing administrative support in the financial services industry*.
• Experience supporting multiple units/groups.
• Experience using a SharePoint-based platform for electronic filing.
• Experience using SAP (Systems, Applications & Products in Data Processing) or an equivalent financial system (financial records tracking system).
• Significant experience in preparing and/or organizing correspondence e.g. memos, minutes, presentations, agendas or reports.
• Experience organizing in person and virtual meetings, teleconferences, videoconferences, information sessions or events.
• Experience in the capture, retrieval, compilation, manipulation or archiving of data using computer software or systems.
• Experience editing, formatting, tracking and assuring quality control of documents.
• Experience coordinating financial activities such as: processing travel approvals and expense claims; organizing and coordinating approvals for hospitality; coding and ensuring approvals for paying invoices; extracting or preparing budget reports.
• Experience using STS (Shared Travel Services) or other travel booking tools.
• Experience coordinating, inputting, extracting and reconciling budget and project activities within SAP (Systems, Applications & Products in Data Processing) or an equivalent financial system (financial records tracking system).
• Experience working with financial information such as: budget tracking and forecasting or acquisition card reconciliation.

* Financial services industry experience is defined as experience working in a financial institution, including deposit taking institutions, insurance companies, pension funds, wealth management firms, and accounting firms (dealing with audits), as well as government departments that directly deal with the supervision and regulation of these institutions or other related areas.

ASSET KNOWLEDGE
• Knowledge of Treasury Board guidelines, such as travel directives.
• Knowledge of centralized administrative service groups, central agency and departmental administrative policies and directives, and the acts related to the specific duties of the position, such as Financial Administration Act.

ASSET COMPETENCIES
• Critical Thinking
• Developing Myself
• Impact & Influence

ORGANIZATIONAL NEEDS
In order to meet the organization’s employment equity objectives in support of a diversified workforce, ‘right fit’ selection for this position may be made from among qualified candidates who self-declare as being Persons with a disability or Aboriginal peoples.

Conditions of employment

Reliability Status security clearance

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

Internal employees of OSFI at the same group and level may be considered and offered a deployment or assignment before considering other applicants.

For this selection process, it is our intention to communicate with candidates via email. Candidates must include a valid email address in their application. It is the candidate’s responsibility to ensure accurate information is provided and updated as required. As a result you must update your personal information on your Public Service Resourcing System profile if it changes.

RESUMES:
Applicants must clearly demonstrate using sufficient details, how they meet the education and experience factors listed under the essential qualifications, as well as any of the asset qualifications that are applicable, including timelines of when this experience was gained (please indicate month and year). Lack of DETAILS may result in your application being rejected as the Assessment Board may have insufficient information to determine whether you meet the qualifications.

SCREENING QUESTIONS (if applicable):
It is the responsibility of the candidate to clearly outline that they meet each of the screening criteria (i.e. Education and Experience Qualifications, both Essential and Assets) by RESPONDING TO THE SCREENING QUESTIONS IN THE ONLINE APPLICATION. Please note that it is not sufficient to only state that the requirement is met or to provide a listing of current responsibilities, rather the candidate must provide concrete examples that illustrate how they meet the requirement. Your resume will be used to validate the answers provided; therefore, it should also contain sufficient details regarding your education and experience.

REFERENCE CHECKS/PERFORMANCE REVIEWS:
As part of the assessment, reference checks may be sought and candidates may be required to submit their performance reviews. For internal candidates of the Public Service, the Assessment Committee reserves the right to contact the internal candidates’ current manager(s).

Your application may be used to assess written communication.

The following options may be used at any stage of the selection process in the determination of those to be given further consideration: random selection, top down selection, or meeting any asset qualifications.

An assignment/secondment or an acting appointment requires approval of your supervisor.

OSFI is a separate agency with its own classification and compensation system. OSFI's staffing is subject to the Public Service Employment Act (PSEA).

The client organization will accept applications on-line only. All job applications must therefore be submitted through the Public Service Resourcing System. To submit an application on-line, please select the button 'Apply online' below. Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

Applicants with disabilities: If you require special accommodation at any stage in the selection process, including technical aid to ensure an equitable assessment of your qualifications, please inform us by sending an e-mail to the following address .

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.