Program Coordinator, Technology Services

Job ID: 55238

Job Category: Administrative

Division & Section: Technology Services, Office of the Chief Technology Officer

Work Location: METRO HALL, 55 John St, Toronto

Job Type & Duration: Permanent, Full-time

Salary: $78,429.00 - $102,021.00 (2024 rate)

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 01-Apr-2025 to 15-Apr-2025

Job Summary:

As the Program Coordinator, you will provide strategic support on projects/initiatives, research activities and issues management for the Office of the Chief Technology Officer. This includes using the divisions management system, policies and procedures to support workload priorities for the division. The Program Coordinator will also support report related activities that requires data analysis, judgement and detailed knowledge of the corporation and procedures.

Are highly organized with a talent for project coordination and keeping teams o track? Do you thrive in a fast-paced environment where you can drive operational improvements and communicate effectively with a variety of audiences? Join our Technology Services Division as a Program Coordinator, where you’ll play a key role in supporting the Office of the Chief Technology Officer (OCTO) in delivering is Council/Committee Reports Program and coordinating the division’s management system.
 

In this role, you will work with the Program Manager, OCTO to coordinate support the division’s Committee and Council program and ensure alignment with strategic objectives. Your strong business writing skills will be essential in preparing reports, briefings, and communications tailored to senior management, elected officials, and the public. You are highly organized and will be responsible for tracking and managing action items across the Division, identifying trends to turn insights into solutions that drive meaningful change.

This is an exciting opportunity to contribute to high-impact projects, and be part of a division that values creativity, innovation, and excellence.

Major Responsibilities:

• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Conducts research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Coordinates issues and leads specific policy/projects/initiatives, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Provides direction and guidance to project teams. Coordinates, in working with Divisions and client staff, project activities, communication, administration, planning, correspondence, and monitoring.
• Provides senior level administrative support and advice to Senior Management on key initiatives and policies. Anticipates and initiates appropriate action on incoming issues, recommends course of actions or solutions.
• Acts as central contact for the Division, responding to inquiries from all Divisions, Agencies, Boards, Corporations, and Commissions. Ensures that the Division head is fully briefed on issues that require their attention, in a timely accurate and comprehensive manner.
• Coordinates consultation programs for the Division, including managing the development of outreach and engagement materials (written, electronic, web-based, and others), and the organization of information centers, workshops, public meetings and meetings with other stakeholders.
• Deals with confidential and sensitive information affecting operations, assets, human resources, labour relations, litigations and budget. Prepares and processes confidential correspondence, reports, statistical statements, presentations and minutes. Maintains confidential records.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
• Coordinates daily administrative operation of the Division by organizing workload priorities. Provides administrative direction to other Divisions by effectively organizing and distributing information to the rest of the Division whether it is a project, request for information or report requirements.
• Provides effective work direction, training and guidance to administrative support on divisional processes and procedures and acts as a resource to Divisions' staff.
• Co-ordinates the development and implementation of administrative standards and procedures for the Division as well as create and maintain a central data repository such as the SharePoint site.
• Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes daily schedule around urgent requests from the Mayor's office, City Councillors, Senior Leadership team and divisional staff.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.
• Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
• Participates in the development of communication strategies and prepares and co-ordinates communications material within the Division including newsletters, bulletins and flyers.
• Co-ordinates labour disruption plans.
• Co-ordinates and maintains a secure data and records management system.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and City Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, and protocols.
• Prepares research, investigation, review, reconciliation, control and co-ordination of various documentation, processes, statistical summaries and reports requiring considerable judgement.
• Handles and performs customer service functions such as investigating, analyzing, resolving problems and diffusing contentious situations associated with clients/customers of the Division. Responds and helps resolve issues of upset and concerned clients seeking redress.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
• Attends various meetings, events, hearings, and acts as the unit representative.
• Co-ordinates sensitive and confidential meetings and ensures documentation and follow up if necessary.
• Authorizes reimbursements for purchase of office supplies and equipment.
• Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications:

1. Post-secondary education in Business Administration, Communications, Project Management, or the approved equivalent combination of education and/or experience.
2. Extensive experience in planning and organizing meetings and special events in a fast-paced environment, including the preparation of agendas, and identifying action items for tracking and follow up.
3. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.) to prepare and editing layout and formatting for a variety of audiences including senior management, elected officials, and the public.
4. Considerable experience maintaining an organized office in a fast-paced environment managing multiple priorities with proven time management skills.
5. Considerable experience writing and proofreading reports, briefing materials and communications for a variety of audiences, including senior management, elected officials, and the public.
6. Excellent organizational and time management skills, including attention to detail and the ability to meet conflicting deadlines.
7. Highly developed interpersonal and problem-solving skill to deal effectively with all levels of staff and the public well under pressure while maintaining a high level of professionalism.
8. Good communication and interpersonal skills with ability to deal positively and effectively with all levels of staff and the public.
9. Knowledge of and interest in municipal government structure, Council proceedings, and current political issues.
10. Strong ability to draft, proofread, and edit reports, briefing materials, and communications.
11. Strong analytical skills to assess information, identify trends and themes, and develop solutions to drive change.
12. Must be resourceful, adaptable, and possess a high degree of initiative.
13. Ability to work independently and effectively with minimal supervision, complete assigned duties within timelines, and handle confidential documents and reports.
14. Ability to work 2-3 days in the office in accordance with the City’s Hybrid Work Policy, with flexibility to work additional in-office days as needed.
15. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary to meet deadlines.

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.