PROGRAM MANAGER AEC FACILITIES

Job ID: 51213
Job Category: Buildings, Property Operations & Real Estate
Division & Section: Corporate Real Estate Management, FM Project Management Office
Work Location: Metro Hall, 55 John Street
Job Type & Duration: Full-time, Temporary (12 months) Vacancy
Salary: $112,280 - $149,247
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 07-Jan-2025 to 21-Jan-2025

If you're an experienced Program Manager looking to make a difference, this role could be the perfect fit. You'll have the opportunity to lead impactful projects under our Capital Projects Division, focusing on providing shelter and support to the city's most vulnerable populations. As part of a fast-paced, dedicated team, you'll take the initiative to manage the overall program budget tracking and forecasting, scheduling risks and mitigation plans and critical communications to internal and external stakeholders. Your expertise will directly contribute to creating safe spaces and improving lives in our community.

Major Responsibilities:

Working in the Corporate Real Estate Management Division (CREM) Project Management Office and reporting to the Manager, CREM, Project Management Office (PMO), the Program Manager AEC Facilities plays an integral role in the delivery of construction programs. The Program manager will:

Develops and implements detailed plans and recommends policies regarding program specific requirements.
Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
Conducts comprehensive research into assigned areas ensuring that such research takes into account corporate policies and practices, legislation and initiatives by other levels of government.
Ensures that the CREM project expenditures are controlled and maintained within approved budget limitations.
Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
Develops and manages initiatives related to divisional and cluster strategies and issues assigned.
Coordinates, assigns and manages completion of confidential work such as Auditor General actions, Freedom of Information (FOI) requests, and Fraud & Waste Hotline inquiries.
Responds to detailed inquiries and complaints and resolves customer service issues.
Develops and implements effective issues management strategies, policies and procedures, and provides direction and training to staff on appropriate responses and procedures.
Provides expertise, develops and implements detailed plans for contract, facility and asset management on behalf of the division.
Provides strategic policy advice, day to day operational support and professional judgment on complex, contentious and emerging issues for the CREM Division.
Makes recommendations to the Manager of CREM-PMO to support CREM service delivery which may result in alternative service delivery, contracting out operations, restructuring and/or staff downsizing.
Makes recommendations to senior management with regards to performance optimization and business process simplifications that could result in changes in resource allocation.
Manages and oversees the operating budget for the unit, including state of good repair, on demand work, preventative maintenance, emergency work, health and safety, operations and capital work.
Ensures that adequate controls are maintained for administrative and financial systems.
Provides oversight and management of contracts on behalf of the division.
Ensures work being done on behalf of CREM Division meets all required legislation and compliance guidelines.
Liaises and co-ordinates with clients on shared sites when required and specifically for the state of good repair of facilities.
Works closely with Financial Planning to coordinate reviews of capital projects.
Defines business requirements including development of policies, standards and processes for the unit staff, customers, vendors and external clients.
Liaises, negotiates and meets with other city divisions such as Purchasing and Materials Management and client divisions to ensure that CREMs best interests are represented.
Provides advisory and review services to the Division on contract and lease management.
Manages and provides expertise to project teams that develop and implement policies, programs and technology initiatives related to Toronto Shelter & Support Services (TSSS).
Works in collaboration with Strategic Communications on contentious issues, and issues of media interest, in developing appropriate responses and key messages for the Manager of CREM-PMO.
Acts as the main point of contact for the Manager of CREM-PMO with respect to all matters involving communications and public relation activities including: internal and external communication, media relations, marketing and promotional plans, publication management and image advertising with outcomes that support the GM's overall goals and maintain a positive public image.
Prepares responses and provides guidance in the development of briefs, policy documents and other material as needed.
Ensures that Managers of CREM and TSSS is kept fully informed of matters before Council, its Committees and at Standing Committee Chair briefings.
Serves as liaison between CREM and TSSS teams, Members of Council, City Divisions, Agencies, Boards and Commissions and other key stakeholders.

Key Qualifications:

University education in Corporate Real Estate or Facilities, Planning, Engineering, Architecture, Construction, Economics, Business Administration, PMO, Project Management or a suitable equivalent combination of education and experience.
Considerable senior level experience in issues management, conflict resolution, problem-solving and customer service, researching and investigating priority and confidential matters.
Considerable experience in project and/or program management within large complex organizations, inclusive of multiple stakeholders with varying needs based on their operational requirements.
Experience with capital and/or operating budgets, financial controls and procedures affecting Corporate Real Estate Management.
Experience in the procurement of construction and professional services; contract preparation; execution and administration; and project cost control.
Ability to initiate, lead and implement proactive continuous improvement initiatives, while staying abreast of industry best practices and approaches.
Ability to prepare comprehensive reports, briefing notes and professional presentation material.
Ability to apply superior critical thinking and writing skills during high pressure, time sensitive situations.
Proven political acumen, judgement and insight including the ability to negotiate and achieve consensus among parties having different objectives.
Knowledge and ability to develop a performance management framework, including establishing, monitoring and reporting on key performance measures and indicators.
Ability to operate as a fully accountable program leader, identify needs, develop plans and strategies, coordinate and manage the implementation of programs and solutions in response to divisional issues.
Ability to establish effective working relationships, communicating both verbally and in writing with all stakeholders, employees, client divisions, councillors and their staff.
Ability to work independently with minimal supervision and maintain confidentiality when dealing with sensitive matters.
Knowledge of municipal government operations, approval processes and political structure is considered an asset.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

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