City : Vancouver

Category : Planning, Development, and Sustainability

Industry : Government

Employer : City of Vancouver

Requisition ID: 38695 

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 cities and is working towards being the greenest city in the world. 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, decolonization, 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 PDS Team Lead III of Support Services: Strategic Initiatives & Workforce Experience has oversight and responsibility for delivery of PDS Goals and Objectives as they relate to business support resources, with an objective of becoming more customer-focused, supporting business delivery and eliminating ambiguity.

This position is responsible for: Oversight of Admin services including budget accountability; Short term and long term space planning; Workforce programs from creation through to implementation, development, implementation monitoring and compliance of relevant policies procedures and regulations; Workforce initiatives to support overall enhanced functioning of department and development of an employee experience strategy that focuses on the end goal of supporting our customers more effectively.

Specific Duties & Responsibilities
 

Enhance PDS support services

• Leads long term support services strategy that enables divisions to be fully supported with a proactive admin group
• Identifies priority areas and ongoing enhancements to meet long term objectives set out in Strategic Plan
• Develops and oversees an inventory tracking system

Internal Issues Management

• Responsible for guiding PDS Management Team in developing, implementing and assessing strategies, policies and procedures, workflows and service standards to ensure the most effective operation of the division is being leveraged;
• Identifies potential operational issues and development of strategy to mitigate the risk.
• Strategic leadership on providing options and recommendations to implement strategy based on overall goals and objectives

Facilitate A Communication Leadership Culture

• Develops annual calendar of communication needs and sets and identifies levels of support needed across the department
• Liaises with corporate communications on internal communication needs and external communications resource deployment
• Assesses and identifies opportunities for improvement in existing communications
• Develops internal and external webpages including content creation, writing, and implementation in conjunction with IT and Corporate Communications
• Develops and implements communication strategies and systems to review and report out on the implementation of the PDS Strategic Plan and Corporate Strategic Plan;

Take care of the short term, plan for the long term

• Manages the entire end-to-end process for both short and long term office space accommodation plan from development through to execution.
• Acts as the PDS point person on all moves for both current and future spaces
• Develops and implements a project plan to facilitate seamless execution of space transitions
• Creates an inclusive physical space that accommodates all types of workforce styles and needs
• Develops of a long term workforce space strategy that incorporates and aligns with the corporate goals of sustainability and flexible work options
• Main point of contact for office space changes, maintenance and repairs

PDS Workforce Performance

• Responsible for the Development and management of a system to monitor and report on key departmental targets/significant trends around workforce efficacy.
• Develops and integrates with Corporate and implementation of workforce programs such as onboarding, training strategy, flexible work as examples.

Vacancy Management:

• Responsible for processes, programs to track staffing movement for the purpose of vacancy management
• Responsible for Hiring Manager training and support to execute quickly on all vacancies in keeping with overall Talent Strategy.
• Oversight of Vacancy Management approach both in anticipating resource needs and training of Hiring managers.

Administrative Resource Management

• Provides leadership and guidance to the administrative work group and the Administrative Services Manager including hiring, evaluating performance, coaching, mentoring, training and development, and discipline up to and including termination;
• Oversees departmental resources provided to PDS internal staff, which includes: records management; internal mail services; general office functions); departmental supplies, space, equipment and furniture;
• Responsible for the annual travel and training budget for PDS.
• Develops a resource deployment strategy for specific initiatives to support ebb and flow of work using internal and/or external resources.
• Develops and monitors of centralized administrative budget

Creation of the best employment experience in order to serve our public

• Creates workforce engagement program that utilizes employees to help shape and “PDS” a number of corporate priorities annually
• Creates a PDS specific onboarding strategy that aligns with organizational onboarding and  involves the customer perspective
• Supports leaders in creating an enhanced employee experience and create and implement a means to measure progress in this area.
• Other Duties/Responsibilities as Assigned

Minimum Qualification Requirements

Education and Experience:

Bachelor’s degree, preference given to a Master’s degree or equivalent, in Business or Public Administration, HR, Communications, Commerce or a related field, along with 8 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 procedures and operations;
• Extensive knowledge of and experience with the CoV Collective Agreements.
• Knowledge of public administration and business practices in effect at other local organizations
• Excellent knowledge of office management practices
• Experience advising and working with senior management and other external stakeholders.
• Ability to negotiate and influence at a senior level
• Ability to organize, prioritize and develop administrative strategies
• Ability to set and maintain service standards
• Ability to effectively manage staff within a unionized environment
• Ability to build and keep positive working relationships
• Ability to represent PDS across the organization in a collaborative and constructive manner
• Considerable understanding of budget process
• Good working knowledge of generally accepted accounting practice as they relate to local government.
• Experience in preparing a variety of statements, statistics, reports, and complex spreadsheets using arithmetical calculations with speed and accuracy.
• Creative approach to problem solving with demonstrated track record in development of programs in a large complex organization.
• Excellent communication skills
• Excellent understanding of the employee lifecycle and a strategic communications approach to departmental success.
• Strength of character and ability to work quickly and effectively

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.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Planning, Urban Design & Sustainability (1275) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: July, 2023 

Salary Information: Pay Grade RNG-091: $106,345 to $132,936 per annum

Application Close: June 11, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, 2SLGBTQ+ 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.