PROGRAM COORDINATOR TECHNOLOGY SERVICES

City of Toronto; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A municipal government is looking for a Program Coordinator in Toronto to support divisional management activities, coordinate HR initiatives, and provide senior administrative support. The ideal candidate should have post-secondary education, experience in human resource initiatives, and advanced MS Office skills to excel in this full-time, 24-month temporary role.

Benefits

Equal opportunity employer

Inclusive workplace culture

Qualifications

• Post-secondary education in a discipline pertinent to the position.
• Considerable experience delivering human resource initiatives.
• Advanced skills in business software packages including MS Office.

Responsibilities

• Coordinate divisional complement management activities.
• Provide guidance to project teams.
• Handle confidential information and correspondence.

Skills

Human resource initiatives development

Advanced MS Office skills

Analytical skills

Consultation and advisory skills

Time management

Education

Post-secondary education in a relevant field

Tools

SuccessFactors

SAP

SharePoint

Job description

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• Division & Section: Technology Services, Enterprise Services & Operations
• Job Type & Duration:Temporary, Full-time, 24-month Vacancy
• Shift Information: Monday to Friday, 35 hoursper week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 12-Aug-2025 to 26-Aug-2025

Reporting to the Divisional Coordinator, the Program Coordinator is responsible for effectively supporting, coordinating all divisional complement management activities, and administering the complement management system; key strategic initiatives related to organizational planning, development, and corporate Human Resource initiatives; and to provide subject matter expertise for the Human Resource projects and reports.

MajorResponsibilities:

• 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 Senior Management Team memberson key initiatives and policies. Anticipates and initiates appropriate action on incoming issues, recommends course of actions or solutions.
• 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 Finance & Contract Management 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.
• 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 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 specializedknowledge 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 Technology Services should describe your qualifications as they relate to:

• Post-secondary education in a discipline pertinent to the position combined with relevant professional experience, or the equivalent combination of education and experience.
• Considerable experience developing and delivering human resource initiatives, with a focus on at least two of the following areas: strategies/services related to staffing/recruitment, organizational change, human resource planning or complement management.
• C onsiderable experience utilizing HR/Payroll applications such as SuccessFactors, SAP, or comparable applications will be considered.
• 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, and providing input to key messages according to project objectives and stakeholder expectations.
• Experience facilitating and delivering training programs, workshops or seminars.
• 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.
• Proven consultation and advisory skills with the ability to work at all levels of the organization in assessing organizational needs and developing and implementing effective programs and strategies within a unionized work environment.
• 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 demonstrated ability to takeinitiative.
• Ability to exercise independent judgement and discretion and handle confidential mattersresponsibly.
• Ability to conduct detailed and/or non-structured research or analysis with minimum supervision, within tight deadlines, related to projects and various initiatives of the division Knowledge of municipal government structure, Council proceedings and current political issues is an asset.
• Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
• 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 to employment equity .