COORDINATOR BUSINESS SUPPORT

City of Toronto•Toronto, ON

6d•CA$96,566 - CA$132,880•Hybrid

About The Position

Reporting to the Senior Manager, Strategic Planning and Initiatives, the Coordinator, Business Support provides strategic and operational support to the Small Business Office and the Business Improvement Areas (BIA) Office by coordinating projects, initiatives, and business processes. The role supports divisional priorities through research, analysis, stakeholder engagement, budget coordination, report preparation, and the implementation of operational and corporate initiatives.

Requirements

Post-secondary education in business administration, public administration, economic development, project management or a related discipline pertinent to the job function, or the equivalent combination of education and/or relevant experience.
Experience conducting research and analysis, developing recommendations for senior leadership, and preparing concise and effective reports, presentations, briefing notes, correspondence and other decision-making materials.
Experience coordinating and advancing multiple projects, change initiatives and cross-program activities in a fast-paced, deadline-driven environment, including tracking milestones, managing timelines and supporting delivery across program areas.
Excellent Organizational and administrative skills, including experience coordinating budgets, monitoring expenditures and supporting initiatives related to economic development, culture or community programs.
Knowledge of key economic development and culture related issues impacting Toronto.is an asset.
Excellent communication and interpersonal skills, with the ability to establish effective working relationships with elected officials, senior management, other divisions, employees, outside agencies, community partners and members of the public.
Ability to work effectively and independently in a high-performing environment with many competing priorities and deadlines.
Sound judgment on confidential and sensitive matters, able to manage difficult situations with minimal supervision.
Proficiency in the use of software applications, such as Microsoft Office/Microsoft 365, SharePoint, SAP and Ariba.
Knowledge of municipal government operations, processes and structure, with demonstrated political acuity and the ability to work effectively on sensitive matters involving elected officials and diverse stakeholders.
Experience conducting research, analysis, and preparing reports, briefing notes, presentations, and recommendations for senior leadership.
Strong organizational, administrative, and project coordination skills, including experience supporting budgeting processes and managing multiple priorities in a fast-paced environment.
Excellent communication, consultation, and relationship-management skills, with the ability to work effectively with internal and external stakeholders.
Ability to exercise sound judgment, discretion, and professionalism when handling confidential, sensitive, and politically sensitive matters.
Knowledge of municipal government operations, policies, procedures, and issues impacting economic development, business support, and community initiatives

Nice To Haves

Knowledge of key economic development and culture related issues impacting Toronto.

Responsibilities

Develops and implements detailed plans and recommends policies/procedures regarding program specific requirements.
Conducts research into assigned areas as needed considering developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
Oversees, coordinates and participates in the development and implementation of Sectional and Corporate initiatives and assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning. Prepares reports as required.
Deals with confidential and sensitive information affecting organizations, staffing levels, assets, resources and finances related to Section-wide processes, functional policies, programs and strategies. Liaises with senior management and Section staff in the coordination of responses and resolution of Section-wide issues. Participates in the resolution of issues that have escalated to the Senior Manager/Director/Manager.
Participates in the preparation and monitoring of the Section's annual budget. Develops business cases as required.
Monitors transactional financial requests requiring the Senior Manager's authorization, resolves issues and makes recommendations for changes. Acts as a Section liaison for information and problem resolution.
Acts as a Section contact and develops/coordinates Sectional responses to Corporate, Service Area or divisional requests for information or action. Makes recommendations to the Director/Manager to support change management strategies to improve the Section's overall strategic and operating performance in the Division.
Acts as the Section's representative on Divisional, Service Area or Corporate teams for Toronto Public Services, labour disruption planning, pandemic planning, emergency planning, 311, elections, etc.
Reviews all requests requiring the Director's/Manager's signature for accuracy and completeness of information, financial requirements and authorities. Monitors and ensures compliance with requirements and processes.
Participates in the development and/or implementation of organizational change initiatives, including sitting on working tables, preparing required documentation and reviewing and strategizing for financial requirements.
Prepares and coordinates the development of reports, briefings and other support materials (including presentation decks) for, and reviews all Section reports to Council and Committees to identify operational issues (for accuracy, budget implications, internal consistency, etc.).
Coordinates with the Division Head's Office to monitor relevant agendas for reports of interest to divisional operations. Maintains records regarding outstanding reports, planning documents, strategic reports, etc. Prepare briefing notes and presentations for the Director/Manager.
Undertakes initiatives to develop, maintain and implement processes and mechanisms to strengthen the Section's internal control, oversight and compliance. Make recommendations to senior management.
Develops and maintains tracking mechanisms and systems to monitor policies, standards, and procedures.
Ensures Director/Manager is informed of ongoing status, issues and opportunities.
Maintains a thorough and continuous knowledge of City and divisional policies, initiatives and operational issues.
Represents the Section/Division on key divisional, corporate and external teams and initiatives and maintains effective working relationships with senior management, politicians, divisional and other City staff, and external organizations.
Handles inquiries, issues and challenges from staff, members of Council, the public and media on behalf of the Senior Manager or directs them to appropriate sources.
Provides directions to administrative support staff to successfully complete assigned tasks