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At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are and what they contribute.
To learn more about CIBC, please visit CIBC.com
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.
At CIBC we enable the work environment most optimal for you to thrive in your role. Details on your work arrangement will be discussed at the time of your interview.
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.
Working Conditions
The role operates within a normal office environment with little exposure to adverse working conditions and requires on-site attendance 5 days a week, Monday through Friday.
Open concept and may have exposure to noise and distractions.
Manual dexterity to operate a keyboard.
Visual attention to computer screen for the majority of the day.
This role requires travel to the 3 sub branches at a minimum every 3 to 4 months.
What CIBC Offers
At CIBC, your goals are a priority. We start with your strengths and ambitions as an employee and strive to create opportunities to tap into your potential.
We work to recognize you in meaningful, personalized ways including a competitive compensation, a banking benefit*, wellbeing support, and additional offers such as employee and family assistance programs and MomentMakers, our social, points-based recognition program.
Our spaces and technological toolkit will make it simple to bring together great minds to create innovative solutions that make a difference for our clients.
*Subject to program terms and conditions
What you need to know
CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation, please contact Mailbox.careers-carrieres@cibc.com
You need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit.
Job Location
Victoria-730 View Street, 9
Employment Type
Temporary (Fixed Term)
Weekly Hours
37.5
Skills
Banking Operations, Coaching, Customer Experience (CX), Office Administration, People Management, Performance Management (PM), Prioritization
