Program Coordinator Technology Services - Committee & Council

City of Toronto•Union, NJ

9d•Onsite

About The Position

Reporting to the Manager, Office of the Chief Technology Officer, the Program Coordinator, Technology Services – Committee & Council will support high-impact programs focused on Committee and Council initiatives, divisional administration, and advancing City priorities. This role is an opportunity to work closely with leaders, subject matter experts, and stakeholders across the City to help coordinate timely, accurate, and well-communicated materials that support informed decision-making. As a Program Coordinator in Technology Services, you will help organize the Committee & Council program, which coordinates Technology Services’ input into staff reports, briefings, and other materials that support decisions by City committees and City Council. You will also support divisional reporting, operational coordination, and cross-team initiatives that help the division plan, communicate, and deliver work effectively. You will contribute to the effective functioning of the division by providing operational oversight and facilitating cross-team coordination. Your role will involve driving clarity around deliverables, streamlining processes, and supporting informed decision-making through well-organized documentation and reporting.

Requirements

Post-secondary education in Business, Communications, Public Policy, Human Resources, or a related discipline, or an equivalent combination of education and experience in program coordination or service delivery.
Considerable experience supporting and coordinating programs and projects in a large organization or multi-stakeholder environment, including a range of operational, administrative, and strategic initiatives.
Considerable experience writing, editing, and proofreading clear, accurate, and audience-appropriate reports, briefing materials, presentations, and communications for a variety of audiences, including senior leaders, elected officials, internal stakeholders, and the public.
Considerable experience supporting reporting and stakeholder engagement activities, including preparing meeting materials, presentations, briefings, and correspondence for internal teams, external partners, and Council.
Experience conducting research, compiling data, and supporting policy or program analysis and evaluation to inform decision-making and continuous improvement.
Demonstrated professionalism and discretion in handling confidential and sensitive information, supporting issues management, and ensuring continuity of operations in accordance with corporate standards and applicable legislation.
Ability to learn and apply City policies, procedures, and legislative requirements, including those related to privacy, occupational health and safety, human rights, procurement, information management, and cybersecurity.
Excellent communication, interpersonal and collaboration skills, with the ability to work effectively across teams, divisions, and with external stakeholders.
Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
Ability to work independently and proactively, with a high degree of initiative and adaptability to support evolving program needs and priorities.
Proficiency in Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and other collaboration platforms to support documentation, reporting, and coordination activities.
Ability to travel to various work locations within the City of Toronto and the Greater Toronto Area, and to transport work-related materials or equipment as required and to report to various work locations in a timely manner.
Ability to work extended hours, in accordance with City policies, when applicable to support the Committee or Council program.

Nice To Haves

Experience working with elected officials, their offices, or in a municipal governance environment would be considered an asset.
Knowledge of municipal government operations, public-sector decision-making, or governance processes, and an interest in supporting local democratic policies and processes, would be an asset.

Responsibilities

Support the coordination of time-sensitive materials by applying sound judgment, discretion, and attention to audience, context, and tone.
Support the preparation of tailored materials for executive updates and divisional reporting, including Council and Committee-related initiatives.
Serve as a central point of coordination for program logistics, ensuring alignment between business operations, cross-functional initiatives, and executive priorities.
Collaborate with internal stakeholders to facilitate onboarding, consultation sessions, and program-specific communications that enhance internal engagement.
Coordinate divisional administrative functions and operational processes to support smooth day-to-day activities and timely service delivery.
Support the implementation of detailed plans and procedures for assigned programs and initiatives.
Track progress against timelines, milestones, and deliverables to support timely execution and reporting.
Monitor and track program budgets and expenditures, ensuring documentation is accurate and expenditures remain within approved limits.
Provide administrative and logistical support, including scheduling meetings, coordinating logistics, maintaining documentation, and tracking actions and follow-ups.
Prepare and analyze documentation, reports, briefing materials, presentations, and summaries to support program delivery, evaluation, and continuous improvement.
Compile data and information to support reporting, decision-making, and performance tracking.
Provide guidance and support to administrative staff and contributing to the maintenance of centralized divisional resources such as SharePoint sites and dashboards.
Act as a point of contact for internal and external stakeholders, responding to inquiries in a timely and professional manner and escalate issues as required.
Deliver customer service support, resolving issues and helping to diffuse contentious situations with professionalism.
Utilize corporate systems and desktop applications to manage data, documents, and communications effectively, in accordance with corporate information management practices.
Attend meetings, workshops, and events as a representative of Technology Services, ensuring appropriate follow-up, documentation, and communication.
Handle confidential and sensitive information related to program operations, procurement, staffing, and reporting in accordance with City policies, standards, procedures, and applicable legislation.