Job Information
City of Toronto PROGRAM COORDINATOR OFFICE OF CHIEF TECHNOLOGY OFFICER in Toronto, Ontario
PROGRAM COORDINATOR OFFICE OF CHIEF TECHNOLOGY OFFICER
Job ID: 47868
Job Category: Administrative
Division & Section: Technology Services, Technology Standardization Delivery
Work Location: Metro Hall, 15th Floor
Job Type & Duration: Full-time, Permanent Vacancy
Hourly Rate and Wage Grade: $78,429.00 - $102,021.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 10-JUN-2024 to 24-JUN-2024
The Program Coordinator will coordinate and provide strategic support on projects/initiatives, research activities and issues management in the Office of the Chief Technology Officer (CTO). To develop administrative policies and procedures to support workload priorities for the division. To perform specialized functions requiring analysis, judgement and detailed knowledge of the corporation and procedures.
Major Responsibilities include:
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 and advice to Office of the Chief Technology Officer on key initiatives and policies. Anticipates and initiates appropriate action on incoming issues, recommends course of actions 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.
Coordinates consultation programs for the Division, including managing the development of outreach and engagement materials (written, electronic, web-based, and others), and the organization of information centers, workshops, public meetings and meetings with other stakeholders.
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.
Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
Coordinates daily administrative operation of the office by organizing workload priorities.
Provides administrative direction to other divisions by effectively organizing and distributing information to the rest of the division whether it is a project, request for information or report requirements.
Provides effective work direction, training and guidance to administrative support on divisional processes and procedures and acts as a resource to divisions' staff.
Co-ordinates the development and implementation of administrative standards and procedures for the division as well as create and maintain a central data repository such as the CTO office SharePoint site.
Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes daily schedule around urgent requests from the Mayor's office, City Councillors, Senior Leadership team and divisional staff.
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.
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 division including newsletters, bulletins and flyers.
Co-ordinates labour disruption plans.
Co-ordinates and maintains a secure data and records management system.
Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and City Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, and protocols.
Prepares research, investigation, review, reconciliation, control and co-ordination of various documentation, processes, statistical summaries and reports requiring considerable judgement.
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.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
Attends various meetings, events, hearings, and acts as the unit representative.
Co-ordinates sensitive and confidential meetings and ensures documentation and follow up if necessary.
Authorizes reimbursements for purchase of office supplies and equipment.
Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
Key Qualifications:
Your application for the role of Program Coordinator, Office of the CTO should describe your qualifications as they relate to:
Post-secondary education in Business Administration or the approved equivalent combination of education and/or experience. Project management/analysis certifications will be an asset.
Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Considerable experience in budget formulation, financial analysis, planning, and controls as well as preparing complex financial reports, statements, and statistics in major public or private sector organizations.
Considerable experience in preparing effective correspondence and communication to stakeholders at all levels of the organization, including organizing small- and large-scale events, scheduling meetings, preparing of meeting minutes, assuming lead & follow-ups to meet deadlines.
Experience in the preparation and drafting of correspondence, editing layout and formatting of complex reports to Council, Committees, and senior management.
Ability to proactively identify and prioritize needs as well as initiate, coordinate and manageassignments as required.
Advanced skills in business software packages including MS Office (i.e. Word, Excel,Sharepoint,Visio and PowerPoint) to create high quality spreadsheets, reports, visual graphs & dashboards, presentations, process flows, projects status reports, on regular and ad-hoc basis with tight timelines.
Excellent written and oral communication, presentation and interpersonal skills, and the ability to work cooperatively with others in an interdisciplinary team and across functions anddivisions.
Strong analytical skills in managing, maintaining, assessing and reviewing processes and services to identify best practices and opportunities for improvements across the Division.
Excellent organizational and time management skills, including attention to detail and ability to meet conflicting deadlines.
Resourceful, adaptable, and demonstrates ability to takeinitiative.
Ability to exercise independent judgement and discretion and handle confidential mattersresponsibly.
Ability to perform multiple tasks simultaneously that range in complexity in a fast-paced environment with proven time management skills.
Ability to work extremely well under pressure while maintaining a high level ofprofessionalism.
Flexibility to work overtime, if necessary, to meetdeadlines.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
Accommodation
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 (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) . Learn more about the City’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .