Project Coordinator

Role Overview

• Review, analyze, consult on, and manage escalated issues as well as prepare correspondence on behalf of the Director and Managers to resolve escalated issues.
• Implements detailed plans and recommends policies and procedures regarding program specific requirements.
• Assists in the roll out of change management initiatives to support program and City-wide development, transformation and process improvements.
• Creates, maintains, and updates documentation of key operational workflows/process maps.
• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies & practices, and legislation.
• Effectively manages time and priorities and oversees assigned projects, ensuring effective teamwork and communication, high standards of work quality, organizational performance and continuous learning.
• Monitors changes to corporate policies and procedures and determines impact on operations.
• Prepares regular reports with trend analysis to the Management Team on such issues as Customer Services measures and Information Management.
• Deals with highly confidential matters such as labour relations, human resources and hiring.
• Makes recommendations to divisional management to support management functions and improve efficiency and effectiveness of service delivery in regard to service optimization and business process simplifications that could result in alternate service delivery, changes in staffing levels, restructuring, and resource allocation.
• Supports modernization and digitization efforts by participating in meetings and discussing ways to optimize existing processes, testing new technology functions and features, and making decisions on system enhancements to improve and streamline coordination across divisions.
• Identifies priorities and develops appropriate responses within the Division on issues such as FOI, labour disruption plans and other sensitive issues.
• Leads staff teams for unique projects, such as Customer Service Improvement, Employee Engagement, with responsibility of training staff.
• Represents the division on Divisional and Corporate workgroup and committees such as Information Management, Business Continuity, Customer Service, Access, Equity & Human Rights.
• Coordinates and maintains ongoing tracking and follow up on Service Area directives with Divisional Management Team such as management information reports, health and safety initiatives.
• Prepares documents for Divisional Management by conducting research, analysis and scrutiny of all applicable materials.
• Acts as a liaison between the division and other divisions across the City, with respect to divisional and operational issues in order to establish, maintain and develop linkages to other divisions, agencies and boards to ensure effective partnerships within the corporation.
• Attends meetings on behalf of the Director, when requested.
• Coordinates and supports the work of divisional and corporate initiatives related to the division.
• Organizes divisional team meetings, events and various communication material as required.
• Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
• Provides direction and composes content for the division's website (internal/external), working with Communication staff through design and production.
• Develops reports for Council and briefing notes for the Senior Leadership Team.
• Liaises and consults regularly with Business Transformation and TSD teams to address routine and intermittent system issues and consistently makes technological system recommendations to enhance operations.
• Prepares high level summaries as requested in response to escalated complaints, media inquiries, and legal matters.
• Develops training resources (guides, Standard Operating Procedures, etc.), and works collaboratively with management staff to address customer service and operational challenges.
• Performs other assigned duties as requested and needed.

Requirements

• Post-secondary education in a field relevant to the job function (e.g., public administration, business, policy, project coordination, or related discipline), or an approved equivalent combination of education and experience.
• Considerable experience coordinating multiple stakeholders, ensuring clear communication, timely delivery, and successful outcomes.
• Considerable experience conducting research and analysis, developing evidence-based recommendations, and supporting projects of varying scope and complexity.
• Considerable experience with current office and workplace technology, including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Adobe Acrobat), and other applications relevant to the position.
• Experience preparing clear, concise and effective reports, briefing notes, presentations, and correspondence on policy, project and operational matters within tight timelines.
• Ability to navigate complex situations by applying strong analytical thinking, sound judgment, and effective relationship management to achieve practical and balanced resolutions.
• Proven ability to handle confidential, sensitive, and politically sensitive matters with integrity, discretion, and professionalism.
• Excellent written and verbal communication skills, including presentation and facilitation abilities, with experience communicating effectively with diverse stakeholders including staff, community partners, senior management, and elected officials.
• Strong organizational and project management skills with the ability to handle multiple priorities, meet competing deadlines, and support complex operational initiatives.
• Demonstrated ability to assess workflows and service models. Identifying opportunities to modernize, streamline and strengthen operational performance.
• Ability to provide senior management with timely updates, briefings, and status reports.
• Knowledge of relevant legislation including labour relations, Occupational Health and Safety, MFIPPA, AODA, and other applicable statutes.
• Demonstrated commitment to equity, diversity, inclusion and fostering an inclusive work environment.
• Must possess and maintain a valid Ontario Class “G” Driver’s Licence and qualify for the City’s Driver’s Permit requirements.

Benefits

• Hybrid Work arrangement available