Special Projects Officer, Divisional Relations

University of Toronto•Toronto, ON

2d•Onsite

About The Position

Working under the general direction of the Director, Divisional Relations and Strategic Initiatives, the Special Projects Officer is responsible for identifying issues, advising on strategy options, recommending solutions, implementing project plans and responding to the objectives and priorities of Divisional Relations. In this role, the Special Projects Officer will be assisting the Divisional Relations portfolio with advancing its strategic initiatives and identifying ways to work more collaboratively and effectively in daily work. Working closely with the Director, Executive Directors and Assistant Vice-President, the Special Projects Officer is responsible for project management and implementation to ensure the work of the portfolio can be carried out efficiently. The Special Projects Officer plays a pivotal role in advancing the modernization and transformation agenda of Divisional Relations within the Division of University Advancement. In this role, the Special Projects Officer will align process improvement initiatives with the strategic goals of Divisional Relations, ensuring that resources are used efficiently and effectively to support success and university-wide advancement priorities. In addition, the Special Projects Officer support the development and execution of annual strategic initiatives, supporting cross-divisional and inter-departmental collaboration. As part of this, they will be reviewing and modernizing existing processes and recommending opportunities for integration and collaboration. The Special Project Officer drives data-informed decision-making, AI-enabled operational improvements, and project management excellence across divisional initiatives. The role ensures alignment between digital innovation, best practice in project management, and strategic planning while fostering a culture of learning, agility, and continuous improvement. In this role, the Special Project Officer is responsible for making strategic recommendations as it relates to program performance and providing recommendations on optimal operational effectiveness, including confidential information about organizational planning, priorities and strategic direction. The Special Projects Officer will be ready to take on new tasks or projects related to Divisional Relations and Operational Effectiveness, supporting cross-functional initiatives, data analytics, and AI-enabled tools to improve collaboration, effectiveness, transparency, and insight generation as it relates to fundraising program performance. This role will collaborate closely with senior leaders, Advancement Services and portfolio teams across University Advancement. The Special Projects Officer will maintain a high degree of awareness of University activities, especially as they relate to Advancement. The Special Projects Officer’s role will continue to evolve and the individual must be willing to respond to the given priorities of the day and be willing to work cooperatively in a challenging and dynamic environment. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality.

Requirements

Bachelor's degree in a relevant field (e.g., Business Administration, Project Management) or an equivalent combination of education and experience.
Minimum of 4 years’ experience in progressively senior positions in project management, digital transformation or operational effectiveness.
Experience with the University and knowledge of University policies and procedures and an understanding of the University’s organizational structure, including its governance.
Experience implementing project management and AI or automation tools, managing data analytics or BI initiatives, and leading digital innovation projects.
Proven track record of successfully implementing process improvements.
Proven expertise in project management, process optimization, and continuous improvement methodologies.
Experience in leading and supporting change management initiatives within organizations.
Advanced computer skills in Microsoft Office.
Strong understanding of Project Management Software tools, including Microsoft Project, Asana, or other related software.
Strong understanding of data governance, analytics platforms, and process improvement methodologies.
Strong interpersonal and communication skills, with the ability to engage and influence stakeholders at all levels.
Proven ability to support cross-functional teams, manage multiple priorities, and deliver high-impact outcomes.
Exceptional communication, collaboration, and stakeholder management skills.
Strong research, writing, communication, presentation and interpersonal skills.
High degree of political acuity and judgment.
Ability to deal with senior University Officers in a manner which facilitates cooperation and consensus building.
Ability to work independently with a high degree of initiative, discretion, and tact; ability to work under pressure.
Superior organizational skills in planning, project management and task coordination.
Flexibility and problem solver orientation and strong leadership capabilities.

Nice To Haves

Post-graduate certificate in business, data analytics, information management and/or Project Management Professional (PMP) certification or relevant process improvement certifications are preferred.
Familiarity with Microsoft SharePoint an asset.
Experience managing projects across multiple departments or campuses is an asset.

Responsibilities

Identifying issues, advising on strategy options, recommending solutions, implementing project plans and responding to the objectives and priorities of Divisional Relations.
Assisting the Divisional Relations portfolio with advancing its strategic initiatives and identifying ways to work more collaboratively and effectively in daily work.
Project management and implementation to ensure the work of the portfolio can be carried out efficiently.
Advancing the modernization and transformation agenda of Divisional Relations within the Division of University Advancement.
Aligning process improvement initiatives with the strategic goals of Divisional Relations, ensuring that resources are used efficiently and effectively to support success and university-wide advancement priorities.
Supporting the development and execution of annual strategic initiatives, supporting cross-divisional and inter-departmental collaboration.
Reviewing and modernizing existing processes and recommending opportunities for integration and collaboration.
Driving data-informed decision-making, AI-enabled operational improvements, and project management excellence across divisional initiatives.
Ensuring alignment between digital innovation, best practice in project management, and strategic planning while fostering a culture of learning, agility, and continuous improvement.
Making strategic recommendations as it relates to program performance and providing recommendations on optimal operational effectiveness, including confidential information about organizational planning, priorities and strategic direction.
Taking on new tasks or projects related to Divisional Relations and Operational Effectiveness, supporting cross-functional initiatives, data analytics, and AI-enabled tools to improve collaboration, effectiveness, transparency, and insight generation as it relates to fundraising program performance.
Collaborating closely with senior leaders, Advancement Services and portfolio teams across University Advancement.
Maintaining a high degree of awareness of University activities, especially as they relate to Advancement.
Responding to the given priorities of the day and working cooperatively in a challenging and dynamic environment.
Working in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality.