PROJECT COORDINATOR (Recruitment and Training) ELECTION SERVICES

Job ID: 54715
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Elections Services
Work Location: City of Toronto Election Services, 89 Northline Rd. Toronto
Job Type & Duration: Full-time, Temporary (December 2026)
Salary: $87,800.00 - $116,705.00
Shift Information: Monday to Friday, 35 hours per week - Hybrid available during some phases of this contract term
Affiliation: Non-Union
Number of Positions Open: 2
Posting Period: 11-Jun-2025 to 25-Jun-2025

Job Summary:

Reporting to the Toronto Elections Recruitment and Training Project Managers, Project Coordinators support the initiation, planning and implementation of election projects related to the municipal election and by-elections, ensuring legislated requirements are met. The successful candidates will work closely with the Project Managers to hire more than 10,000 temporary voting place staff and implement a redesigned training program for the 2026 municipal election. The ideal candidate will have experience implementing multiple projects with conflicting deadlines.

Major Responsibilities:

• Contributes to the development of the recruitment and training plans, identifying improvements and opportunities for modernization and innovation.
• Implements detailed plans and recommends policies regarding program specific requirements, including the overall scheduling of projects and reports on the status of all subprojects.
• Designs and develops classroom and online training content and materials in accessible formats.
• Establishes training schedules, secures facility permits, assigns trainers and support staff, and populates software and systems with the schedules and assignments.
• Plans, delivers, facilitates and supports training sessions at numerous sites across the city.
• Assists in the hiring, training and orientation of election event staff
• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Supervises the day-to-day operations of assigned staff including the scheduling, assigning, and reviewing of work. Monitors and evaluates staff performance, hears grievances, and recommends disciplinary action when necessary. Provides input and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Monitors, tracks and reports on project deliverables.
• Develops templates to track and report on project deliverables for stakeholder use, evaluates their effectiveness and makes modifications to ensure ease of use and quality of work outputs.
• Provides support to the Manager and Project Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee Council and senior City officials.
• Ensures an excellent customer service standard in responding to inquiries and requests, while maintaining confidentiality in all interactions with internal/external stakeholders.
• Coordinates the distribution and management of supplies, materials and equipment.
• Identifies and advises the Project Manager, Toronto Elections and the project team(s) of efficiencies and the effectiveness of the services provided while ensuring work plan objectives and goals are met.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• 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, Toronto Elections, in their absence.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Post-secondary education in a related discipline (e.g. human resources, work force development, adult education, instructional design) or a combination of education, experience and transferrable skills.
2. Extensive experience in project coordination and project or event management including implementing multiple projects with conflicting deadlines, analyzing and evaluating projects, monitoring and tracking progress, and communication to stakeholders and senior management.
3. Extensive experience in customer service and working with a variety of stakeholders, utilizing strong interpersonal, communication and conflict resolution skills.
4. Considerable experience designing, producing, facilitating and evaluating training and training materials for a variety of learners in both classroom and online formats.
5. Knowledge of leading practices in adult training and learning methodologies, including diverse learning styles
6. Experience managing, maintaining, and monitoring various databases and systems to ensure accurate and complete records.
7. Experience with a variety of software packages including Microsoft 365, and the ability to quickly learn new software.
8. Excellent analytical, organizational and time management skills, including attention to detail, meeting deadlines, and managing conflicting priorities.
9. Ability to work collaboratively in a diverse team environment to ensure successful delivery of all integrated projects.
10. Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
11. Ability to travel to various training sites across the city.
12. Ability to work long hours during peak periods including evenings, statutory holidays and weekends as required.
13. 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.
14. Knowledge in multiple facets of an Election event including the understanding of related legislation and the interdependencies of large-scale election projects is an asset.
15. Broad understanding of government and the independent role of the City Clerk in conducting elections.

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.