Manager Exec Office & Board Relations

Requisition ID: 42806

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world's most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function
The Executive Office & Board Relations Manager provides executive support to the General Manager office for issues management, ombudsman complaints, general policies, practices, and guidelines as well as overseeing and leading Park Board FOI requests, Information and Privacy, protocols procedures, emergency response and other City-wide initiatives. In addition to these responsibilities, the position is the first point of contact managing all Board relations, operations, and activities, ensuring that Board related matters, meetings and issues are properly managed and resolved. This position assesses and assigns responsibility on emerging issues and assists with driving continuous improvement in response to the changing needs of the organization. In addition, this position will manage up to two employees who have primary focus on Board Meeting responsibilities.

Specific Duties and Responsibilities

• Provides support to the GM office, Board and other Senior Leaders regarding appropriate procedures for conducting Board meetings and resolving procedural issues or any action items following Board meetings
• Maintains records of by-laws, agreements, motions, policies and procedures
• Oversees and creates the scheduling, agenda preparation and speakers lists for all Board related meetings
• Attends and assists in the deliberation and records the decision of all Board meetings
• Oversees and ensures of recording meeting proceedings and conveys and interprets decisions of Board for action and information
• Ensures compliance with the Vancouver Charter (Robert Rules and Park Board Charter ) and other provincial legislation
• Coordinates Board events and activities
• Chairs and facilitates the GM and Board biweekly meetings and provides necessary support to the Board
• Acts as secretariat and provides confidential administrative support services to committees and boards.
• Ensures research services are effective and efficient for Board and Executive office
• Acts as liaison for the City with the Ombudsman's Office
• Assesses emerging issues and assigns /coordinates with divisional Directors (or other parties) to ensure issues are managed in an efficient manner and tracked to conclusion
• Creates correspondence and status reports related to management of issues for both internal and external parties on behalf of the General Manager
• Develops plans and solutions for tracking key points, issues, and commitments emerging from Board Meetings and Board related activities
• Ensures board materials are prepared, such as agenda, minutes, reports, PowerPoint presentations
• Approves of all Board-related materials and is responsible for distribution and archiving of such materials
• Follows-up with Board Meeting action items such as motions, inquiries, issues etc.
• Provides oversight and is a central point of contact for SMT with respect to departmental process implementation and change initiatives, to ensure consistent messaging to internal/external audiences
• Other duties/responsibilities as assigned

Qualifications

Education and Experience

• Bachelor's degree or Diploma in business administration, commerce or a related field, along with 5 years of progressive experience in an equivalent position or an equivalent combination of education and experience.

Knowledge, Skills and Abilities:

• Extensive breadth of knowledge of City/Municipal culture, policies, operations and Park Board procedures and operations.
• Knowledge of public administration and business best practices in effect at other local and more senior governments and in private industry, such as program evaluation, business process review, organizational theory and reengineering techniques.
• Experience advising and working with senior management and/or other governance bodies.
• Ability to influence at a senior level
• Ability to work with elected officials in pursuit of shared goals
• Ability to operate in a political environment with considerable public involvement
• Politically astute and sensitive to cultural matters
• Knowledge of local government policies, procedures and protocol including Robert Rules
• Knowledge of legislation and statutes governing Board operations
• Understanding of the Park Board's governance structure and decision-making process
• Ability to organize, prioritize and develop administrative strategies
• Ability to set and maintain service standards
• Ability to effectively manage staff
• Exceptional written communication skills
• Excellent computer skills including use of Microsoft Word, PowerPoint and Excel.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 - 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Board of Parks & Recreation (1400)

Affiliation: Exempt

Employment Type: Temporary Full Time

Position Start Date: January 2025

Position End Date: January 2027

Salary Information: Pay Grade RNG-070: $84489 to $105602 per year

Application Close: December 2, 2024

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.