When you’re passionate about what you do and where you work, the rest comes easy. That’s the culture at Central 1 Credit Union, and that’s precisely what we’re looking for from you. Supporting nearly 150 member credit unions across British Columbia and Ontario, we’re the backbone of the credit union system in both provinces – taking care of everything from online services and product development, to payment processing, trade association services and more.

Our team of over 600 employees represent some of the most innovative, passionate individuals you’ll ever meet; people who honestly care about the organization, its members and each other. In other words, people who love what they do.

BASIC FUNCTION:

Provides a variety of administrative support of low to moderate complexity and sensitivity of information. The role is focused on 1) Contract Management, completing and processing administrative forms; contract administration duties, and performing procurement, 2) Communications, department content on extranet; ensuring accurate and consistent communications to internally teams and on the secure website, 3) Event coordination of departmental meetings, activities and larger conferences, and 4) Expense reports and budget processes including updating databases, spreadsheets and ledgers; conducting searches for information; responding to enquiries and providing information regarding departmental policies and procedures; providing support during the budget planning process; monitoring the budget.

As a member of a dedicated team of professionals, the incumbent is accountable for providing administrative support and managing the smooth and efficient operation of the Treasury team in the Vancouver office. This includes the ability to multi-task, anticipate needs, co-ordinate work with others, troubleshoot issues and balance and adapt to changing priorities with diplomacy and confidentiality.

Assistance and support are provided to various key individuals as they relate to the operations of the department. This includes, but is not limited to: being the ‘front line’ communication to credit unions and other customers, and other external stakeholders. and service providers.  This support which involves coordinating, monitoring and maintaining communications and information flow within the department, with other executive and staff within Central 1, and within management of the credit union system.  He/she will; fostering strong and productive working relationships internally within Central 1, with credit unions and with a broad variety of external stakeholders; managing various organizational aspects of conferences and meetings; and participating constructively in setting and accomplishing team goals.

SPECIFIC ACCOUNTABILITIES:

• Responds to internal and external enquiries and provides information regarding the policies, procedures and mandate of departmental programs and services; coordinates the completion of contracts between Central 1 and the credit unions.
• Assists in preparing for the department budget, this includes providing administrative support in preparing the budget, preparing reports for Budget Manager approval; attending budget planning meetings and training sessions; monitoring budget, preparing reports for Quarterly variance certification; inputting data in Longview; assists with adhering to deadlines during financial planning stages; completing A/P and A/R procedures for the department; preliminary reviewing of monthly department financial statements; investigating inconsistencies with internal and external clients and Finance.
• Co-ordinate the production and publishing of the various business line reports, publications with the external communications team for; including development of templates and style sheets, layout/mock-up and editing, ensuring timely publication and distribution.
• Receives, formats and submits regular communications for external publication. Point of contact for Treasury administrative requirements;
• Coordinates departmental and client meetings; includes setting up web and telephone conferencing components, sending out meeting invite and agenda; taking and distributing minutes; coordination and distribution of meeting communications. Coordinates department webinars, produces communications promoting webinars and department related events.
• Plans and organizes conferences, departmental meetings, workshops and forums and coordinates all administrative aspects of events, including meeting set-up, audio/visual equipment, invitations, agendas, registration, room bookings, catering and travel arrangements, promotion, preparation and distribution of meeting materials and conference calls.  
• Performs administrative functions for the department: reviews correspondence, searches for background information as requested and composes routine correspondence; coordinates schedules, books appointments and makes travel arrangements; completes expense reports; distributes call backs to appropriate staff; responds to calls when relevant; and obtains and exchanges information on behalf of others as required
• Ensures electronic departmental filing systems are maintained and coordinates archiving and off-site storage as necessary

• Community College diploma in business administration or related discipline, or an equivalent combination of education and experience. Minimum 2 - 3 years related experience in a large scale administrative and business environment.
• Sound working knowledge of the principles, practices and processes involved in providing administrative support services.
• Sound working knowledge and expertise in the use of computers and relevant software, including Microsoft Office suite of programs. Experience with Salesforce, Apttus, and Mailchimp a plus.
• Good analytical, research and problem-solving skills.
• Strong organizational, time management, oral and written communication, interpersonal and customer service skills.
• Ability to multi-task, anticipate needs, co-ordinate work with others, troubleshoot issues, and balance and adapt to changing priorities.
• Ability to deal with a variety of situations with diplomacy and confidentiality.
• Ability to foster strong working relationships with internal staff and external contacts in order to accomplish objectives.
• Superior written and verbal communication skills and the ability to work across a variety of teams and departments.

As much as we believe in working hard, we also believe in personal growth and taking time for ourselves. Accordingly, our total rewards philosophy amounts to one of the best compensation and benefits packages in the industry – from performance-based incentives and extended benefits, to training and education reimbursements and ample vacation time.

Central 1 is committed to diversity and inclusion. If you have a request for a disability-related accommodation, we will work with you to meet your needs.

Reporting to: Manager, Treasury Services and Solutions

Grade:  C

Date Posted: March 19, 2018

Internal applicants must apply by March 26, 2018

*Unsolicited resumes from vendors will not be accepted for this or any position at Central 1*