PROGRAM COORDINATOR OFFICE OF THE DIVISION HEAD

City of Toronto•Toronto, ON

1d•CA$80,799 - CA$109,815•Onsite

About The Position

Reporting to the Project Director in the General Manager’s Office, this role provides high-quality strategic and administrative support to the General Manager, enabling timely issue escalation, effective approvals management, and coordinated issue resolution. The position plays a key role in supporting the efficient day-to-day operations of the General Manager’s Office, strengthening responsiveness, decision-making, and follow-through on priority matters.

Requirements

Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Extensive experience prioritizing requests and assigning follow-up actions to peers and more senior staff.
Extensive experience preparing agendas, taking minutes at meetings 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.
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.
Excellent organizational and time management skills, including attention to detail and the ability to meet conflicting deadlines.
Excellent analytical and problem-solving skills to deal effectively with all levels of staff and the public.
Must be resourceful, adaptable, and possess a high degree of initiative and political acuity.
Ability to exercise independent judgement and discretion in dealing with highly confidential and sensitive matters.
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 proofreading and editing
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.

Nice To Haves

Knowledge of Microsoft Project, Microsoft Enterprise Project Management, etc.

Responsibilities

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 action 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.
Anticipates and initiates appropriate action on incoming issues, recommends course of action or solutions.
Co-ordinates daily administrative operation by organizing workload priorities.
Prepares approval forms, briefing notes and staff reports for Committees and Council and attends appropriate meetings to provide information.
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 information 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.
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 and maintains records management and approval processes and system.
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.
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.
Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities 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.).
Co-ordinates issues and leads specific policy/projects, ensuring effective teamwork, horizontal collaboration across Community and Emergency Services (CES) and across the division, communication, and high standards of work.
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 General Manager.