Information & Digital Services Coordinator

Classification: Grid 15, BCGEU Membership 

Office Location: All BCER Locations

Salary: $62,870.71 - $71,072.88 – Permanent Full-Time, based on a 35-hour work week.
An additional 10.75% Job Family Market Multiplier will be added to the posted salary. 
An additional 3% Location Allowance will be added to posted salary for northern location.

About the Job:               
The Information & Digital Services Coordinator (Coordinator) provides senior administrative and operational coordination support to the Chief Digital Officer and the Information & Digital Services leadership team. The role supports effective departmental operations through executive scheduling, meeting coordination, invoices and contract administration, budget and expenditure tracking, preparation of materials, and tracking decisions and commitments.

The Coordinator works collaboratively with Information & Digital Services staff, vendors, and internal and external partners in a fast-paced, client-focused environment. The role requires sound judgement, discretion, and initiative in handling confidential, sensitive, and time-critical matters, while supporting consistent administrative practices, accurate records, and timely follow-through on operational and project activities.

Organization Chart:    
Commissioner, Chief Executive Officer
          Chief Financial Officer, Executive Vice President, People & Transformation
                    Chief Digital Officer
                              Information & Digital Services Coordinator

Responsibilities:
Coordinate and support continuous improvement of administrative, financial and coordination processes supporting the Chief Digital Officer and the Information & Digital Services leadership team.

Provide direct executive support to the Chief Digital Officer, including calendar management, meeting preparation, correspondence coordination, priority tracking and follow-up on decisions and commitments.

Plan and coordinate executive, leadership, vendor and project meetings, including scheduling, agendas, briefing packages, minutes, decisions, action items and follow-up.

Administer invoice workflows by validating supporting information, coordinating approvals, resolving discrepancies, tracking payment status and maintaining complete and auditable records.

Monitor operating and capital expenditures, commitments and forecasts; reconcile financial information and prepare accurate budget and spend reports for management review and decision-making.

Coordinate technology procurement and contract administration, including purchase documentation, approvals, renewals, amendments, deliverables, expiry dates and vendor records.

Maintain integrated trackers, calendars, records and reporting tools for contracts, invoices, procurements, key meetings, decisions, risks, issues and commitments.

Support the preparation of briefing notes, decision notes, presentations, correspondence, reports and other materials for executive, board and governance processes.

Coordinate information requests and workflow across Information & Digital Services, Finance, Procurement, Legal, People Services, vendors and other internal and external partners.

Provide project and portfolio coordination support, including document control, status reporting, schedule and budget tracking, dependency monitoring and escalation of emerging issues.

Apply records management, privacy, procurement, financial and information governance requirements to the administration of contracts, invoices, meetings and portfolio records.

Analyze administrative and financial information, identify gaps or risks, recommend practical improvements and implement approved process changes.

Qualifications:
Education:
A degree or diploma from a recognized postsecondary institution in a related field, including Business Administration, Public Administration, Finance, Information Management, Technology, Project Management, and two years of directly related experience.

An equivalent combination of education, training and experience may be considered.

Experience:
Demonstrated experience providing senior administrative or executive support in a complex, fast-paced organization.

Demonstrated experience administering invoice processes, reconciling expenditures, tracking operating and capital budgets, and preparing financial reports.

Demonstrated experience coordinating procurement and contract administration activities, including renewals, vendor documentation, and tracking deliverables.

Demonstrated experience coordinating executive, leadership, or project meetings, including preparing agendas, briefing materials, minutes, and tracking decisions and action items.

Demonstrated experience preparing and coordinating correspondence, presentations, reports, and other materials for management or executive audiences.

Demonstrated experience maintaining accurate records, tracking systems, and document repositories in accordance with records management and information governance requirements.

Demonstrated experience using Microsoft 365 applications at an advanced level, including Word, Excel, Outlook, PowerPoint, Teams and SharePoint.

Key Competencies:
Commitment to Continuous Learning and Development
The ability to apply dedication to understanding and addressing the evolving needs of the organization through continuous learning and development initiatives. It involves exploring new and innovative solutions to drive success and progress, proactively improving personal capabilities, and assessing one’s own development, while also acknowledging and respecting diverse cultural perspectives and ways of working.

Communicating Effectively
The ability to convey information clearly, accurately, and appropriately to the intended audience. It involves utilizing multiple forms of communication channels and techniques, such as verbal and written communication, active listening, and nonverbal cues, to ensure a message is understood and received as intended. It involves being mindful of the audience’s needs, preferences, and cultural backgrounds, adapting the message and delivery style accordingly to facilitate mutual understanding and engagement.

Planning
The ability to define actions and identify resources needed to deliver on corporate goals. It marks the transition from critical thinking and decision making to driving results. Effective planning involves proactively establishing priorities, allocating resources, developing, and implementing complex plans, and continuously monitoring and adjusting work to meet organizational objectives.

Problem Solving and Judgement
The ability to systematically analyze problems, identify root causes, evaluate potential solutions, and make sound decisions to address challenges and achieve desired outcomes.

If you are interested in applying for this role and meet the minimum selection criteria, please select “Apply Now” and submit your application prior to the closing date. Applicants should review the education and experience listed in the job requisition and clearly articulate how their work experience and skills are aligned with the requirements. Please note, applicants will only be contacted if they are selected to proceed further in the process. An eligibility list with a duration of 6 months may be established.