Manager Administrative Services - Fire

Main Purpose and Function

The Administrative Manager is responsible for the efficient and effective delivery of administrative and clerical services supporting Vancouver Fire Rescue Services (VFRS).  This includes managing the administrative and clerical services team engaged in an extensive range of complex and confidential support services, ensuring consistency in practice and leading administrative or cross-departmental related projects.

Specific Duties/Responsibilities

• Leads the administrative operations function within VFRS, including developing, implementing and assessing administrative strategies and goals, policies and procedures, workflows and service standards to ensure the effective services in support of VFRS
• Manages the administrative and clerical services team; responsible for recruitment and selection, mentoring and coaching, attendance and performance management, training and development, and discipline.
• Develops, implements and manages workload and resourcing plan for administrative and clerical staff; ensures the plan and workload assignments are regularly reviewed, adjusted and progressed.
• Leads development and documentation of administrative processes and inspires a culture of continuous process improvement.
• Develops and handles sensitive and confidential documents for the Executive Board & Senior Management team, including Council reports containing information regarding confidential financial and/or human resource issues, employee documentation, media enquiries, fee and budget reports and other correspondence.
• Collaborates with the Executive Assistant to the Fire Chief to monitor committee meetings, Council, CLT and other senior management agendas, meetings and critical management issues to ensure communication to the Senior Managers and to track progress.
• Tracks and follows up on a variety of general VFRS correspondence and inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments are completed in a timely manner.
• Responsible for preparation and distribution process of internal staff departmental announcements and other relevant communications as required.
• Oversees department-wide adherence to new Human Resource processes and practices such as time entry, staffing action documentation, attendance management and performance management.  Collaborates with senior management and VMC representative to ensure staffing vacancies are managed in a streamlined, effective and strategic manner to maximize resource deployment within prescribed budgets.
• Provides guidance to and oversees updating of orientation package for all new VFRS staff; oversees staff orientations for the department, including departmental safety and security orientations.
• Ensures implementation of all corporate health and safety policies and procedures, including regular safety inspections at all locations, co-ordination and approval of card access requests, resolution of any issues identified and appropriate communication (including posting) of all health and safety communications.
• Liaises with Facilities, Security and Building Maintenance as the VFRS Department Contact to maintain and communicate departmental matters and to coordinate space allocations and staff moves.
• Approves non-salary administrative expenditures, including authorizing the procurement of office equipment, office supplies, business cards. 
• Responsible for handling sensitive and confidential documents, including grievance hearings, disciplinary letters, performance and/or attendance management files, and criminal/driver/police record checks.
• Oversees the coordination of large departmental meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution) with a wide variety of senior level employees, agencies, other levels of government and members of the public.  Delegates tasks to administrative and clerical staff as appropriate.
• Leads and participates in interdepartmental project work, such as leading a VFRS administrative review or rolling out of departmental systems office system software updates.
• Represents the department on various committees and develops associated administrative procedures that flow from committees work.
• Performs other duties and responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

Diploma or Degree in Business Administration, Commerce or related field and a minimum of five years’ experience in a managing staff, analysing information, preparing reports, all in a highly varied, highly confidential, high paced environment or an equivalent combination of training and experience.  

Knowledge, Skills and Abilities:

• Thorough knowledge of office practices and procedures.
• Considerable knowledge of collective agreements to allow for effectively handling of labour and employee relations issues; knowledge of human resources practices.
• Excellent interpersonal and communication skills, including a thorough knowledge of business English, spelling, punctuation
• Strong teamwork ethics, team building and networking skills.
• Interpersonal skills to promote a supportive, respectful and safe work environment.
• Progressive management skills to manage fast changing workloads and deliverables.
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of senior management, internal audit, and other sensitive areas of City business.
• Excellent judgement and constant initiative and diplomacy and tact.
• Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions and deliver/meet goals in a timely manner.
• Ability to create a vision with clear expectations for staff and provide leadership necessary to set performance goals and coach employees to achieve desired results.
• Ability to build and maintain effective working relationships at all levels of the organization and with the public in order to provide exceptional customer service.
• Ability to work independently and collaboratively in a team environment.
• Ability to research and analyze a variety of data and issues.
• Ability to use computer software such as MS Suite, VanDocs, SharePoint and SAP.

Business Unit/Department : VFRS 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: August 2026

Salary Information: Pay Grade 50: $72,612 to $90,770 per annum

Application Close: July 24, 2026

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

The City of Vancouver acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation). More about unceded traditional territories

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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.