Job Description

Job ID:

55049

Job Category:

Administrative

Division & Section:

Policy, Planning, Finance & Admin, PPF&A Financial Management

Work Location:

City Hall, 100 Queens Street West, Toronto

Job Type & Duration:

Full-time, Temporary (24 Month) Vacancy

Salary:

$79,409.00 - $106,101.00

Shift Information:

Monday to Friday, 35 Hours Per Week

Affiliation:

Non-Union

Number of Positions Open:

2

Posting Period:

23-May-2025 to 06-Jun-2025




The City of Toronto's Policy, Planning, Finance & Administration (PPF&A) Division is hiring for two Program Coordinator Office of the Division Head positions. One role will report to the Director of Financial Management, and the other to the Manager of Business Modernization and Sustainment. Both positions involve a range of administrative and program-related responsibilities.



The Program Coordinator provides strong administrative support and helps ensure smooth day-to-day operations. This role supports project planning, tracks progress, organizes meetings and communications, and assists in delivering change initiatives across the Infrastructure Services (IS) and Development & Growth Services (D&GS) Divisions. The Program Coordinator works closely with teams and partners to support effective service delivery and continuous improvement.

Major Responsibilities:

+ Provides senior level administrative support, advice and guidance to the Director Financial Management and Manager Business Modernization and Sustainment 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 Councillors, Senior Leadership team and divisional staff.
+ Co-ordinates daily administrative operation by organizing workload priorities.
+ 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 and diffusing 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 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 department/division including newsletters, bulletins and flyers.
+ Co-ordinates labour disruption plans.
+ Co-ordinates and maintains the 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, protocols.
+ Acts as central contact for the division, responding to inquiries from all Divisions, Agencies, Boards, Corporations, and Commissions. Ensures the Director Financial Management and Manager Business Modernization and Sustainment are 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 attendance management.
+ Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
+ Handles and safeguards confidential and sensitive City and personal information
+ 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 or solutions.
+ Co-ordinates issues and leads specific policy/projects, ensuring effective teamwork, horizontal collaboration across Infrastructure Services (IS), Development & Growth Services (D&GS) and across service areas, communication, and high standards of work quality.
+ 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:

Your application must describe your qualifications as they relate to:

Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.

Considerable experience with business process reviews; and researching, formatting, analyzing and developing/writing complex reports and correspondence for senior management and/or Council.

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.

Experience in the use of current office and workplace technology such as Microsoft 365 (Word, Excel, PowerPoint, and Outlook), financial software (i.e. SAP or equivalent) and other computer applications relevant to the position.

Experience in project management and large scale, multi-faceted process coordination.

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 sensitive matters.

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 various sources.

Knowledge of municipal government structure, Council proceedings, and current political issues.

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 in complexity.

Able to work extremely well under pressure while maintaining a high level of professionalism.

Ability to work in a fast-paced environment managing multiple priorities with proven time management skills.

Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary to meet deadlines.

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 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.