PROJECT COORDINATOR ELECTION SERVICES

Job ID: 54712

• Job Category: Project Management
• Division & Section: City Clerk's, City Clerk's Elections Services
• Work Location: 89 Northline Rd, Toronto
• Job Type & Duration: Full-Time, Temporary (18 month), December 2026
• Salary: $87,800 to $116,745
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 02-May-2025 to 19-May-2025

Major Responsibilities:

Under the direction of the Project Manager, Toronto Elections, the Project Coordinator of Outreach will support and implement all aspects of the 2026 Municipal Election Plan with responsibilities focused on community outreach.

As a member of the Toronto Elections team, the successful candidate will support the initiation, planning and implementation of the outreach strategy, and play a key role in relationship building with internal and external stakeholders and partners supporting election projects.

Our ideal candidate will have considerable experience engaging with diverse communities, providing meaningful outreach to a wide range of Toronto residents, including equity-deserving and vulnerable populations.

• Reporting to the Project Manager, Toronto Elections, the Project Coordinator of Outreach implements detailed plans to deliver outreach programs and their sub projects, including status reporting to project team(s).
• Plans, coordinates and leads meetings and presentations (in-person and on-line) with residents, internal and external stakeholders and Outreach Network Partners to support the roll-out of key messaging for the municipal election.
• Identifies and develops key relationships within Toronto Elections portfolios and working groups, supporting cross-dependent work, as well as with city staff from supporting divisions to address and resolve challenges/issues during project delivery, while balancing program interests.
• Reviews Outreach Network Partners and updates contact lists. Determines any gaps in demographics or geography and continues to grow network capacity according to outreach strategy.
• 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.
• Develops educational tool kits in accessible and virtual formats, and coordinates production and distribution of collateral materials and other resources.
• Plans, schedules, coordinates and attends community events/fairs providing key messaging about the municipal election to target audiences. Responsibilities include all logistics from organizing supplies and elections equipment to loading, delivery, on-site set-up and takedown.
• Creates and maintains data sets and contact lists, including filing, data entry, and report writing. Ensures overall tracking of collateral materials and event outreach supplies.
• Supervises, monitors and tracks all aspects of public facing outreach operations to ensure the consistency of information and that all inquiries, complaints/requests receive prompt, courteous response, action and follow up.
• Provides input and carefully administers the assigned budget. Develops specifications and requests for information/proposals/quotations. Reviews and analyzes contracts on behalf of Toronto Elections in accordance with City by-laws, procedures and policies.
• Performs effectively within a complex team structure producing high calibre work and ensuring all objectives and goals are met in a timely fashion.
• Identifies risks, gaps, conflicts and overlaps. Follows proper escalation protocol to reach a resolution
• Oversees current processes and operations and researches recommends and implements innovative programs that position the City as a leader in election management. Conducts jurisdictional scans and implements services and policies to address emerging needs and legislated initiatives.
• As a representative of the City of Toronto, exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Provides support to the Project Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee and Council and senior City officials.
• Performs clerical duties such as customer service, photocopying/faxing, organizing, and collating.
• Acts on behalf of the Project Manager, Election Services, in his/her absence.
• Works long hours during peak periods including evenings, statutory holidays and weekends as required, especially during event season.

Key Qualifications:

1. Post-secondary education in a related discipline (communications, marketing, public relations) or an equivalent combination of education and/or experience.
2. Considerable experience delivering successful outreach and engagement strategies and developing tools and resources for diverse populations, encompassing a wide range of demographics, including equity-deserving and vulnerable populations.
3.  Experience facilitating community outreach and public engagement projects, including conducting public workshops, events and activities on a variety of issues.
4. Considerable experience in project coordination, supporting project teams in large and complex administrative operations and implementing strategic work plans.
5. Experience working collaboratively in a diverse team environment ensuring successful delivery of all integrated projects, with tight and competing deadlines.
6. Possession of a valid Province of Ontario class "G" driver's license and access to a personal vehicle is mandatory for event execution.
7. Proficiency with a variety of software packages including MS Office (i.e. Word, Excel, and PowerPoint).
8. Strong written, oral and interpersonal communication skills, including excellent presentation skills to deliver key messages to a wide range of internal and external stakeholders and audiences.
9. Knowledge of requirements under Accessibility for Ontarians with Disabilities Act (AODA), Occupational Health and Safety Act, Ontario Human Rights Act and other related legislation. Knowledge of matters related to equity, inclusion, and accessibility.
10. Excellent organizational and time management skills, including attention to detail, ability to set and manage priorities, meet tight and conflicting deadlines, and work calmly and effectively in a high-volume, fast-paced environment.
11. Ability to exercise independent judgement and discretion in handling confidential or sensitive matters.
12. Broad understanding of government and the independent role of the City Clerk in managing elections; as well as broad understanding of election events, including related legislation; and the interdependencies of large-scale election projects 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.