Job Information
City of Toronto PROGRAM COORDINATOR OFFICE OF THE DIVISION HEAD in Toronto, Ontario
PROGRAM COORDINATOR OFFICE OF THE DIVISION HEAD
Job ID: 45945
Job Category: Administrative
Division & Section: Policy, Planning, Finance & Admin,Office of the Executive Director, PPFA
Work Location: City Hall, 24th Floor, East Tower
Job Type & Duration: Full Time,Temporary (12 months) vacancy
Salary: $78,429.00 - $102,021.00, Wage grade 5.5
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 03-May-2024 to 17-May-2024
Reporting to the Executive Director, the Program Coordinator, Office of the Executive Director, Policy, Planning, Finance & Administration,providesefficient administrative support and participates in ensuring effective day to day operations of the Office of the Executive Director.
Responsibilities include:
Provides senior level administrative support, advice and guidance to the Division Head on key initiatives and policies. Anticipates and initiates appropriate action on incoming issues, recommends course of actions or solutions.
Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, City Councilors, Senior Leadership team and divisional staff.
Co-ordinates daily administrative operation by organizing workloadpriorities.
Provides effective work direction, training and guidance to administrative support on divisional processes and procedures and acts as a resource to divisions' staff.
Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
Handles and performs customer service functions such as investigating, analyzing, resolving problems anddiffusing contentious situations associated with clients/customers of the division. Responds and helps resolve issues of upset and concerned clients seeking redress.
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.
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.
Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiatesresponses.
Organizes and maintains up-to-date manuals such as Council and corporate administrative policies andguidelines.
Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
Co-ordinates labour disruption plans.
Co-ordinates and maintains the records managementsystem.
Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and City Councilors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
Acts as central contact for the division, responding to inquiries from all Divisions, Agencies, Boards, Corporations, and Commissions. Ensures the Division Head is fully briefed on issues that require their attention, in a timely accurate and comprehensive manner.
Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation/correspondence and processes. Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Develops and prepares presentation materials including power point decks.
Prepares approval forms, briefing notes and staff reports for Committees and Council and attends appropriate meetings to provide information.
Attends various meetings, events, hearings, and acts as the unit representative.
Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
Monitors tracks and reports attendancemanagement.
Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrativeassistance.
Handles and safeguards confidential and sensitive City and personalinformation
Manages assigned projects, 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 the division and client staff, project activities, communication, administration, planning, writing, and monitoring.
Assist in developing and maintaining project schedules using project management systems (such as Microsoft Project, Microsoft Enterprise Project Management, etc.).
Anticipates and initiates appropriate action on incoming issues, recommends course of actions orsolutions.
Co-ordinates issues and leads specific policy/projects, ensuring effective teamwork, horizontal collaboration across Infrastructure Services (IS), Development & Growth Services (D&GS) andacross service areas, communication, and high standards of workquality.
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 for the Executive Director.
Key Qualifications:
Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Extensive experience preparing agendas, taking minutes at meetings and identifying items for follow up.
Considerable experience in the preparation and drafting of correspondence, editing the layout and formatting of complex reports to Council, Committees and senior management.
Considerable experience in planning and organizing appointments, meetings, conferences, and special events in a fast-paced environment, including the preparation of meeting minutes and identifying items for follow-up.
Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.) and internet navigation and research.
Excellent analytical and problem-solving skills to deal effectively with all levels of staff and the public.
Excellent organizational and time management skills, including attention to detail and the ability to meet conflicting deadlines.
Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing
Must be resourceful, adaptable, and possess a high degree of initiative.
Ability to exercise independent judgement and discretion in dealing with highly confidential and sensitivematters.
Ability to work independently and effectively with minimal supervision, complete assigned duties within timelines, and handle confidential documents and reports.
Ability to gather, analyze and consolidate information from varioussources.
Knowledge of municipal government structure, Council proceedings, and current politicalissues.
Ability to implement effective administrative work procedures and maintain an organized office in a fast- paced and complex executive office.
Ability to perform multiple tasks and/or work on assignments that range incomplexity
Able to work extremely well under pressure while maintaining a high level ofprofessionalism.
Ability to work in a fast-paced environment managing multiple priorities with proven time managementskills.
Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary to meetdeadlines.
Note To Current City of Toronto Employees
City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".
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 toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
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’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .