Coordinator, Projects & Administration

RiseMe; Bowmanville; Hybrid; CAD 96,000 - 116,000; Full time

Benefits offered by this job

Flexible work arrangement

Benefits and pension

35 hours per week

Job summary

The Municipality of Clarington is seeking a Coordinator, Projects and Administration to advance planning and capital projects. You will guide projects from planning to implementation, support continuous improvement, and develop dashboards to measure outcomes and accountability.

Reporting to the Manager, this hybrid role requires collaboration with internal and external partners, strong communication, and a focus on delivering efficient public services for the community.

Qualifications

• Bachelor's degree or diploma in a related field.
• 2–3 years of project coordination or public sector experience.
• Knowledge of Lean, process mapping, and performance measurement.
• Ability to manage multiple projects with confidentiality and accuracy.
• Strong written and verbal communication for reports and briefings.
• Proficiency with Microsoft 365 and related tools.

Responsibilities

• Coordinate departmental and corporate projects including strategic initiatives.
• Serve as Project Lead: planning, coordination, delivery, and reporting.
• Develop charters, workplans, milestones, and risk logs.
• Schedule meetings, minutes, approvals, and stakeholder input.
• Monitor timelines, dependencies, risks, and budget information.
• Lead continuous improvement initiatives and process mapping.
• Develop procedures, templates, and staff instructions.

Skills

Project coordination

Stakeholder engagement

Communication skills

Process improvement

Documentation & reporting

Public sector experience

Change management

Microsoft 365 proficiency

Education

Bachelor's Degree or Diploma in Business Administration, Public Administration, Project Management, Urban Planning, Engineering

Tools

Microsoft 365

SharePoint

Planner

Power Automate

Microsoft Lists

Job description

Why Clarington?

Clarington is a community full of possibilities.

As one of the fastest-growing municipalities in Durham Region, Clarington is home to over 107,000 residents across four urban centres and 14 hamlets. With our population expected to double by 2051, Clarington offers a perfect blend of urban living and small-town charm. We’re known for our thriving energy and agricultural sectors, vibrant historic downtowns, and exceptional quality of life.

Our team thrives in a collaborative environment that promotes work-life balance and meaningful community impact. We value accountability, integrity, and respect, and we are deeply committed to fostering equity, inclusion, and diversity in the workplace. Together, we’re building a stronger Clarington — for today and for future generations.

The future is bright – and working with the Municipality of Clarington means you can help shape it. How will you make your mark?

About the Role

Vacancy Status: This posting is for an existing vacancy.

Work Model:Hybrid

Reporting to the Manager, Projects and Capital Planning, the Coordinator, Projects and Administration plays a key role in advancing the Planning and Infrastructure Services strategic and departmental priorities. This position will lead and coordinate intra-departmental projects, collaborate with internal and external partners, and help deliver innovative initiatives that modernize municipal services and create meaningful results for the community.

In this role, the successful candidate will guide projects from planning through implementation, support continuous improvement and organizational change, and develop key performance indicators, dashboards, and tracking tools to measure outcomes and strengthen accountability. They will have the opportunity to apply project management skills, introduce innovative and practical solutions, and influence how the Department delivers efficient, responsive, and effective public services.

Key Responsibilities

• Coordinating departmental and corporate projects, including strategic initiatives, service delivery improvements, technology implementations, and cross-functional projects.
• Serving as Project Lead on assigned projects, leading project planning, coordination, delivery, stakeholder engagement, risk and issue management, reporting, implementation, and closeout activities.
• Developing and maintaining project charters, workplans, milestone trackers, RACI (Responsible, Accountable, Consulted, Informed) matrices, briefing notes, status updates, risk and issue logs, action item lists, and closeout documentation.
• Coordinating project meetings, agendas, minutes, follow-ups, approvals, stakeholder input, and decision points to keep projects moving forward.
• Monitoring timelines, deliverables, dependencies, risks, resource impacts, and budget-related information, escalating concerns and recommending practical options where required.
• Leading and supporting continuous improvement initiatives in the department, including current-state and future-state mapping, stakeholder consultations, problem identification, process analysis, and implementation planning.
• Developing, updating, and standardizing departmental procedures, forms, templates, checklists, staff-facing instructions, and standard operating procedures to improve consistency and reduce process gaps.
• Supporting the planning and implementation of departmental continuous improvement initiatives and projects, including the delivery of change management, staff communications and post-implementation monitoring for new or revised processes.
• Supporting digital transformation and records management improvements using Microsoft 365 tools, SharePoint, Microsoft Lists, Planner, Power Automate, forms, trackers, and related systems.
• Acting as a central point of coordination between project sponsors, managers, staff, various divisions including, IT, Finance, Clerks, Communications, external partners, consultants, and other stakeholders.
• Providing project-related coordination support for funding and grant requirements, including gathering information, tracking timelines, preparing supporting documentation, and coordinating follow‑up activities as assigned.
• Performing other duties as assigned, including those specific to the department.

What you bring

• A Bachelor's Degree or Diploma in Business Administration, Public Administration, Project Management, Urban Planning, Engineering or a related field, or equivalent combination of education and experience to the satisfaction of the department.
• A minimum of 2-3 years of experience in project coordination, project management support, municipal administration, process improvement, stakeholder engagement, or related public sector work.
• Knowledge of project coordination and project management principles, tools, templates, and best practices.
• Knowledge of Lean, continuous improvement, process mapping, root cause analysis, implementation planning, and performance measurement.
• Demonstrated experience researching municipal best practices, report and memo writing, and the ability to interpret by‑laws and relevant Provincial legislation and regulations.
• Ability to coordinate multiple projects and operational priorities simultaneously while maintaining accuracy, confidentiality, and attention to detail.
• Strong written and verbal communication skills, including the ability to prepare briefing notes, reports, procedures, training materials, project updates, and clear stakeholder communications.
• Ability to gather information, analyze issues, identify gaps, recommend practical improvements, and support evidence-based decision‑making.
• Proficiency with Microsoft 365 ecosystem including: Microsoft Office Suite, Teams, SharePoint, Microsoft Lists, Planner, Power Automate, forms, trackers, and related tools used for project coordination and workflow improvement.
• Knowledge of funding or grant‑related coordination, reporting requirements, and supporting documentation as they relate to assigned projects is considered an asset.
• Ability to build strong working relationships with managers, staff, internal service partners, external agencies, consultants, and other stakeholders.
• Must be legally entitled to work in Canada.

What we offer

• Salary: $95,557 to $116,150 - Grade 6 of the 2026 Non-Affiliated Salary Administration Program.
• A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.
• This position is currently eligible for a flexible work arrangement option. Further details on this program will be discussed through the selection process.
• Hours of work: 35 hours per week

Additional Information

A satisfactory criminal record check and proof of qualifications will be required for the successful candidate.

Our Commitment to Equity

The Municipality of Clarington is a progressive and inclusive employer committed to equity, diversity, and creating a respectful and barrier‑free workplace.

Accommodations are available throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act, 2005. To request support or accessible formats, please contact the Human Resources Division at [e-mail].

Privacy

Applicant information is collected under the authority of Section 11 of the Municipal Act, 2001 for the purpose of evaluating the applicant. Questions about this collection can be directed to Human Resources at [e-mail].