Admin & HR | Branch Administrator - FT

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The Branch Administrator is accountable for effectively managing all administrative aspects of CIBC Wood Gundy branch operations (Victoria, Courtenay, Nanaimo, Sidney) including:  hiring and daily management and supervision of non-commissioned branch staff; provision of operational and administrative support to the branch and Investment Advisors; oversight of transactional banking functions; consistent demonstration of high levels of internal and external client service; adherence to compliance and audit requirements; maintenance of branch profitability. 

The pay range salary for this role is 51,620.00 - 71,370.00 CAD Annual.

The following provides some key accountabilities and responsibilities for the Branch Administrator role but is not limited to:

Key Accountabilities

Human Resources/People Management - The Branch Administrator is accountable for the hiring, training, supervision and performance management of all support staff in the branch (Branch Assistants, Administrative Assistants, Administrative Associates, Client Associates and Financial Associates).

• Manage the hiring process for all support staff roles which includes obtaining WG Head Office approval to hire, participating in interviewing and selecting candidates

• Support the Branch Manager and Associate Branch Manager in cultivating a performance oriented culture in the branch

• Develop strong employee relations with support staff by treating employees fairly and consistently and maintaining excellent communication

• Motivate support staff through rewards and recognition

• Set goals and conduct performance reviews for all support staff

• Train, develop and coach support staff

• Champion and monitor participation in corporate mandatory e-learning

• Manage staff performance in consultation with the Branch Manager, Associate Branch Manager and Investment Advisors and annual PMM reviews and annual staff goal setting

• Develop performance improvement plans for underperforming support staff

• Provide product knowledge and technical training to assistants and Investment Advisors on computer system updates and enhancements

• Monitor support staff workload

• Identify and support resolution of conflict among branch staff, in consultation with Human Resources as needed

• Support, maintain and cancel (as applicable) CIRO registrations of branch staff

• Inform WG staffing on a timely basis of any staff issues - including medical and other leaves, vacation and personal days, job, salary level changes, etc.

• Monitor Workday regularly for inputted staff vacation, personal, purpose days

Branch Operations/Administration - The Branch Administrator is accountable for ensuring the branch is managed efficiently and effectively and for implementing any Branch Manager and Associate Branch Manager directives.

• Oversee and manage the smooth day-to-day branch operations and administration including: maintenance of office equipment, maintenance of updated and adequate levels of office supplies and coordination of office functions and events

• Maintain personnel files and provide necessary documentation for Human Resources and Payroll departments

• Identify opportunities for increased efficiency; monitor and control branch budget and expenses to help ensure profitability

• Assist in budget process and ongoing monitoring of variances

• Review, approve and/or process accounts payable, staff expenses, stationary orders, monitor Branch summary of revenue and expenses for erroneous charges, monitor charge to branch adjustments/write offs

• Manage all incoming and outgoing correspondence, including that which is transmitted electronically; adhere to correspondence retention requirements

• Review and distribute private and confidential mail for adherence to compliance criteria prior to distribution to Branch Manager or Associate Branch Manager

• Review all sales literature and marketing material prepared by IAs for distribution for correct disclaimers/disclosures

• Maintenance of a preliminary prospectus mailing list

• Oversee transactional banking functions: Supervise receipt and delivery of cheque deposits and certificates and issuance of cheques

• Conduct mini internal audits to help ensure successful annual branch audits

Sales Support and Customer Service

• Support Branch Manager and Associate Branch Manager with client service and or sales practice complaints

• May be required to provide back-up as a sales or branch assistant as necessary

• Ensure customer service standards/operational procedures are communicated and maintained by liaising among many departments within Wood Gundy:

• Participate in weekly Branch Administrator calls held by National Services, monthly Western Region Branch Administrator calls held by Regional Management team, weekly branch management team meetings, weekly Victoria Operations team meetings, monthly Health & Safety and Social committee meetings (the later 2 are spearheaded by this candidate)

• Oversee all transactional banking functions

• Review all transactions processed for compliance with regulations, and corporate policies and procedures

• Responsible for all audit functions related to operations

• Complete approvals, for example: credit, Leave Of Absences, Global Operations Workbench and WFA (trade approvals), Mutual Fund trade approvals

• Communicate, implement and support new policies, procedures and products

• Hold regular support staff meetings

Cross-functional Relationships

This job interacts on a regular basis with internal Branch and Head Office staff as well as internal business partners, e.g. Human Resources (HRC, Resourcing, Employee Relations), WG Staffing, National Services, HR Contact Centre, Training and Development, Business Risk

This job also interacts on a regular basis with other internal business partners, e.g. Property Management, Technical Support, Compliance, Registrations, Credit/RRSP department, Research, PWM Marketing and RST team.

This job interacts on a regular basis with external groups, e.g. other brokerage firms, mutual fund management companies, banks, trust companies and credit unions, clients and their lawyers and accountants as required.

Compliance Requirements/Responsibilities

As an employee of CIBC, the incumbent must comply with all applicable CIBC and Line of Business policies, standards, guidelines and controls.

As a manager of people, this job must ensure all employees within the business unit comply with all applicable CIBC and Line of Business policies, standards, guidelines and controls.

Authorities/Decision Rights

As a manager of people, the Branch Administrator has the authority to assign tasks to employees within their span of control, select individuals for hire, assess individual performance, deliver performance management up to and including termination and determine the appropriate level of compensation for employees.

Authority to conduct operations audits.

Authority to communicate, implement and support new policies, procedures and products.

Approval authority, for example: credit, leaves of absence, GOW approvals and WFA (trade approvals), Mutual Fund trades, outgoing cheques/EFTS.

Knowledge and Skills

Successful completion of Canadian Securities Course and associated CIRO licensing requirements.

Must have good knowledge of the financial services brokerage industry.

Working knowledge of Wood Gundy operations/practices/procedures.

Knowledge of various functions of Head Office departments.

Knowledge of internal and external compliance issues.

Strong organizational/administrative skills sufficient to deal with numerous activities with varying degrees of priority.

Ability to meet the needs of staff in a highly competitive environment where staff and client mobility is high.

Strong people management and interpersonal skills to work effectively with and to manage and coach support staff.

Excellent communication and problem-solving skills sufficient to resolve numerous issues and conflicts throughout the day.

Effective communications skills to disseminate an array of information to branch staff.

Excellent computer and technology skills.

Good knowledge of portfolio management concepts sufficient to recognize high risk vs. low/medium risk.