Office Services Administrator

BC’s Office of the Human Rights Commissioner (BCOHRC) exists to address the root causes of inequality, discrimination and injustice in B.C. by shifting laws, policies, practices and cultures. We do this work through education, research, advocacy, inquiry and monitoring.

Reporting to the Manager, Operations, the Office Services Administrator provides central support to all BCOHRC management and staff and coordinates office administration functions including: travel booking, expense authorizations and processing, supporting BCOHRC special programs, providing front reception services, finance administration, contract management, records management and facilities and asset management for BCOHRC.

Provides on-site reception services for the Office and responds to generalenquiriesthat arrivein person and by physical mail in a manner that upholds BCOHRC guiding principles.

Provides central office administrative services including maintaining the shared calendar, maintaining office supplies, coordinating office access, coordinating courier services, facilities planning and maintenance and maintaining office equipment.

Supports BCOHRC special program administration, including maintaining records of all special programs submissions, communication monitoring and supporting outreach activities (e.g., reminders of reporting and expiration dates).

Working in collaboration with respective program managers, supports the development and implementation of administrative projects and the maintenance of the administrative framework for the Office.

Provides advice, training and guidance to staff on financial, operational and administrative policies, procedures and support resources for consistent application. Develops financial management reports and spreadsheets to track and monitoring contracts, office supply and travel budgets, commitments and expenditures; ensures accuracy and completeness of information and identifies and resolves variance issues.

Contributes to budget development by recommending administrative budget needs and expenditures based on previous years’ expenditures for travel, office supplies and office equipment.

Coordinates financial activities (budget, contract administration, accounts payable, purchasing, subscriptions) for BCOHRC, ensuring compliance with financial administration and purchasing policies and procedures and sets up and maintains BCOHRC financial tracking systems and files. Processes accounts payable/receivable documents and petty cash transactions, ensuring compliance with government and BCOHRC financial policy and procedures.

Coordinates contract and grant administration ensuring compliance with applicable policy and procedures.

Supports the planning and coordination of large internal meetings and events, such as the BCOHRC all staff meeting and all staff learning activities. Responsibilities include but are not limited to venue booking, catering, establishing contracts for meeting space and services, and event management logistics, etc.

Oversees the management of all records and documentation in BCOHRC’s physical office, including sets up and maintains ARCS/ORCS records management system including the storage, retrieval and destruction of records in the physical office.

Provides support to BCOHRC overall records management. Determines the need for, recommends purchase of, and coordinates the acquisition, transfer and disposal of non-IT assets including office supplies and equipment.

Undertakes facilities planning and coordination of logistics; provides recommendations on space requirements, maintenance and services. Recommends priorities and analyzes costs, benefits and risks for BCOHRC facilities staff and the property manager.

Functions as the office contact…