Project Coordinator (Event Management) Election Services

Job ID: 56914
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Elections Services
Work Location: 89 Northline Road (Hybrid)
Job Type & Duration: Full-time, Temporary (approximately 15 months)
Salary: $87,800.00 - $116,745.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 2
Posting Period: 04-Jun-2025 to 18-Jun-2025

Info Session: Tuesday, June 10th at 12:00pm 1:00pm - https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWRkZjVlZjQtMmRmZC00MDRlLWExNGYtODdhZTJkNTM2YTNh%40thread.v2/0?context=%7b%22Tid%22%3a%22f0bc8ec6-9ed8-4d0c-9189-411ad949cc65%22%2c%22Oid%22%3a%22e9b1e427-d37a-4046-8dba-d7ea204c6afe%22%7d

Job Description:

The Project Coordinator, Election Services, under the direction of the Project Manager, Election Services, will support and implement all aspects of the municipal election and by-elections, including referenda, recounts and contract elections, on behalf of the City Clerk, City Council, four School Boards and the Minister of Municipal Affairs and Housing. As a member of the elections team, the Project Coordinator Election Services is expected to support the project teams in their initiation, planning and implementation of projects and events. 

As part of the Election Event Management team, the Project Coordinators will have specific responsibilities in coordinating the delivery of the Election Leadership Program, advance voting, and a decentralized Election Day management model. 

The successful candidates will coordinate:

• 11-month Election Leadership training program including the facilitation of virtual and in-person training, job aids and communication to 65 ward managers and assistant ward managers.  
• Hiring and placement of over 450 Election Day supervisors including the design and production of training materials and job aids.  
• The technology-based model of advance voting at approximately 50 locations.
• Logistical set up and staffing of 26 command centres to successfully implement a decentralized issues management model including coordination of all required technology for advance voting days and election day.       

Major Responsibilities:

• Identifies and advises the Project Manager, Election Services and the project team(s), of efficiencies and effectiveness of project deliverables while ensuring work plan objectives and goals are met. Works effectively in a team and produces high standards of work quality meeting project milestones and deadlines.
• Evaluates and implements project plans and makes recommendations to the project team and reports on the status of all subprojects.
• Monitors, tracks and reports on project deliverables.
• Recruits, hires, and trains Election Day event staff, including screening for job requirements and management approval, and designing training material and job aids.
• Provides input into, and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Prepares presentations, reports, and communications materials for project team(s), management, and internal and external stakeholders.
• Facilitates virtual and in-person meetings and training sessions for City of Toronto staff of all levels.
• Develops templates for project deliverables or stakeholder use, evaluates their effectiveness, and makes modifications to ensure ease of use and quality of work outputs.
• Consults with stakeholders to ensure technological requirements are met for Advance Vote voting places, Ward Centres, and Advance Vote/Election Central.
• Evaluates and tests phones, computer configuration, and systems and applications for use in Ward Centres, Election Central, and voting places.
• Conducts research to support project deliverables, including historical voting trends, City-wide and ward-specific language and demographic information, and jurisdictional scans.
• Maintains databases and contact lists with high attention to detail ensuring accuracy of information and effectiveness to reach a wide variety of readers.
• Utilizes excellent interpersonal and communication skills to maintain relationships and partnerships with stakeholders, including by email, by phone, and in person.
• Exercises effective interpersonal, conflict-resolution, and problem-solving skills to manage issues and de-escalate situations in fast-paced high-stress environment.
• Utilizes effective time management skills to complete tasks within tight deadlines while managing competing priorities and multiple requests.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Represents the City Clerk in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, senior staff, elected officials and other levels of government.
• Understands and acts in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and all other relevant legislation and associated regulations.
• Acts on behalf of the Project Manager, Election Services, in his/her absence.
• Works evenings, statutory holidays and weekends as required.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable project coordination or event management experience including implementing multiple projects with conflicting deadlines, analyzing and evaluating projects, monitoring and tracking progress, and communication to stakeholders and senior management.
2. Considerable experience as a project or team lead, ensuring goals and objectives are achieved.
3. Considerable experience designing, facilitating and evaluating training for a variety of learners.
4. Considerable proficiency with a variety of software packages including MS Office (i.e. Word, Excel, Visio, and PowerPoint) and the ability to learn to use new ones quickly.
5. Possess and be able to maintain a valid Province of Ontario Class "G" Driver's License and must qualify for the City's equipment operating permits and requirements.
6. Considerable stakeholder management experience including strong communication and interpersonal skills; the ability to communicate with staff at all levels of the organization and the public via phone, email, and in person.
7. Highly developed analytical and organizational skills, with strong attention to detail.
8. Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
9. Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as, Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, employment standards, and labour and human rights.
10. Elections experience is an asset.
11. Ability to work evenings, statutory holidays and weekends as required.

A Qualified List of candidates will be established for the Project Coordinator Election Services position in the City Clerk’s Division and will be in effect for 24 months  from the date the list is created. Qualified candidates on the list may be considered when filling future temporary vacancies in this position.

Notes:

• Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.
• If selected for a temporary position, employee's placement is conditional on the approval of his/her executive director/general manager or designate
• Temporary and fixed-term part-time non-union employees will be reassigned to this position
• In accordance with the City's Acting Assignment policy, if the posted non-union temporary position becomes permanent, it may not be reposted

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.