Administrative Coordinator,STO Job Vancouver area,BC Canada,Administrative/Clerical

Langara College is located in Vancouver, B.C. Applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.

Job Details

Job Title:

Administrative Coordinator, STO

Employee Group:
Administrator

Employee Type:
Temporary (Fixed Term)

Start Date:

Wednesday, September 2 2026

End Date (if applicable):
Wednesday, March 31 2027

Job Summary

Reporting to the Director, Strategic Transformation Office, the Administrative Coordinator, STO serves as confidential administrative support to the Strategic Transformation Office (STO) leadership team. The Administrative Coordinator supports the development and implementation of College-wide business transformation initiatives. The Administrative Coordinator supports and coordinates cross-functional teams and project/program governance groups across the College to ensure the successful, efficient, and on-budget execution of events, initiatives, and projects.

The Administrative Coordinator works with highly confidential information, relating to organizational and operational changes across the College, STO staffing, vendor relationship management and contractual matters. They are responsible for maintaining confidential SharePoint document repositories and collaboration sites, including managing security and access to these materials.

Duties & Responsibilities

Serves as liaison between STO and other departments within the College, including:
Maintains effective and efficient communication with the personnel of the Executive Office, the Deans and Division Chairs office, and other departments. Maintains an ongoing awareness of strategic initiatives affecting other departments to ensure effective and efficient coordination of STO plans and activities. Schedules, prepares agendas and materials, records and files minutes for project and program governance groups, and coordinates STO contributions to College committees, including confidential status reporting to Executive Leadership Team (ELT) meetings.

Maintains all STO communications channels, email inboxes and distribution lists. Responds to routine and non-routine inquiries ensuring effective and efficient communication between the STO and all internal and external communities. Facilitates and coordinates activities with IT, Facilities and other service departments to action departmental needs as requested and required by the STO team.

Performs administrative duties for the Strategic Transformation Office:
Assists with maintaining the calendars of the Director and Associate Directors, ensuring both scheduled and emergency meetings are considered. Schedules and organizes meetings, appointments, interviews, room bookings, catering, travel arrangements, and other scheduling priorities. Manages meeting agendas and related files, reviewing, recording, and circulating meeting minutes and ensuring timely action of all follow up items as required. Gathers and compiles data in support of STO key performance indicators.

Researches, designs, and develops materials for reports, manuals, and presentations. Initiates and drafts routine correspondence on behalf of the Director or Associate Directors. Creates and updates electronic presentations on behalf of the Director or Associate Directors. Makes copies of forms and documents and distributes as required. Ensures adequate supplies, stationery and other materials are maintained and works with Facilities to resolve any deficiencies in the STO office space.

Provides administrative support in confidential matters:
Plans, schedules, and communicates onboarding and orientation activities and assists hiring leader in administratively orienting new employees to STO including College systems and processes, granting access to document repositories, ordering equipment etc. Assists the Director and Associate Directors with personnel issues and recruitment matters. Liaises with Human Resources to coordinate information using high level of discretion and good judgement. Manages STO status reporting activities, report templates and reporting schedule.

Assists the Director with budget matters and liaising with Finance as needed, as well as monitors STO budget-to-actual spending and reports to Director. Assists the Director to maintain an active performance management and leadership process for all department employees. Prepares highly confidential material and correspondence with respect to all levels of College personnel such as grievance reports, disciplinary letters, contractual matters, and meetings with union representatives.

Coordinates Special Projects:
Assists the Director with the strategic and operational planning process for the STO. May serve as coordinator for special projects, including working with other departments to ensure successful execution of these projects. May contribute to project activities, such as…