Program Coordinator Office Of The Division Head

City of Toronto • Union, NJ

8d • Onsite

About The Position

Reporting to the Executive Director, Municipal Licensing & Standards, the Program Coordinator, Office of the Division Head provides senior-level executive and administrative support to ensure the effective operation of the Executive Director's Office. The position serves as a key liaison and trusted resource, coordinating divisional priorities, managing sensitive resident issues, supporting initiatives and projects, and ensuring the Executive Director is informed and prepared to respond to operational, stakeholder and organizational matters.

Requirements

• Extensive experience providing senior-level administrative and executive support to a Director, Executive Director or equivalent senior leader within a large, complex organization, including coordinating executive office priorities, meetings, correspondence, briefing materials and follow-up activities.
• Extensive experience coordinating and scheduling multiple priorities and time-sensitive deliverables within a senior executive office, including assessing competing demands, establishing priorities, monitoring deadlines.
• Considerable experience researching, drafting, editing and proofreading complex correspondence, briefing notes, presentations, reports and/or decision-making materials for senior leadership, Committees, Council or other governance bodies.
• Considerable experience coordinating responses to complex, high-profile, sensitive and/or time-sensitive issues involving multiple internal and external stakeholders.
• Excellent organizational and time-management skills with the ability to work independently to manage multiple priorities and meet conflicting deadlines.
• Highly developed interpersonal, relationship-management and customer-service skills with the ability to work effectively with elected officials, senior management, staff, external partners, businesses and members of the public.
• Excellent verbal and written communication skills, including strong editing, proofreading and presentation abilities.
• Strong analytical, problem-solving and issues-management skills with the ability to anticipate needs, assess options and recommend solutions.
• Ability to exercise sound judgement, diplomacy and discretion when dealing with highly confidential, sensitive and politically charged matters.
• Advanced proficiency in Microsoft Office applications including Word, Excel, Outlook and PowerPoint, as well as corporate information systems.
• Ability to work flexible hours, including occasional evenings and weekends, to meet operational and business requirements.

Nice To Haves

• Knowledge of municipal government structures, Council processes, and public-sector governance principles is considered an asset.
• Knowledge of regulatory, compliance, licensing, enforcement or municipal service-delivery environments would be considered an asset.

Responsibilities

• Coordinates issues and leads specific policy/projects/initiatives, 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 Divisions and client staff, project activities, communication, administration, planning, correspondence, and monitoring.
• 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.
• Acts as central contact for the division, responding to inquiries from all Divisions, Agencies, Boards, Corporations, and Commissions.
• Ensures that the Division Head is fully briefed on issues that require their attention, in a timely, accurate and comprehensive manner.
• 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.
• Coordinates daily administrative operation of the office 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 divisional staff.
• Coordinates the development and implementation of administrative standards and procedures for the division.
• Receives and provides initial response related to telephone calls and correspondence from residents and staff and refers for appropriate action.
• Manages and schedules daily appointments and activities and arranges meetings and business travel.
• Ensures the efficient and correct preparation and processing of documents in accordance with policies, legislation, regulations and procedures.
• Monitors key reports required for Committees and Council and ensures deadlines are met.
• Participates in the development of communication strategies and coordinates communication materials within the division.
• Coordinates labour disruption plans and records management systems.
• Handles, prioritizes and/or redirects inquiries from staff, elected officials, clients, the public, media and external stakeholders.
• Prepares research, investigations, reviews, reconciliations, statistical summaries and reports requiring considerable judgement.
• Handles customer service matters and assists in resolving complex and contentious issues.
• Maintains effective working relationships with City Councillors, the Mayor's Office, senior management, external stakeholders and the public.
• Prepares approval forms, briefing notes and other documents to support the Executive Director’s Office.
• Attends meetings, events and hearings as the unit representative.
• Coordinates sensitive and confidential meetings and related follow-up activities.
• Maintains a continuous awareness of corporate and divisional administrative systems, procedures and priorities.

Benefits

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Education Level: No Education Listed