City of Toronto

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Administrative Project Coordinator

May 02, 2017
Toronto, Ontario
Early Career

Job Description

Do you have project management experience, strong organizational skills and excellent communication skills? If so, consider this diverse Administrative Project Coordinator position where you will lead Cluster and Divisional projects and initiatives to support the strategic goals and objectives of the Policy, Planning, Finance & Administration (PPFA) Division and Cluster B.

Major Responsibilities:

  • Develops and implements detailed plans and recommend policies regarding program specific requirements with respect to corporate-wide mandates such as the Accessibility plan and the Access and Equity initiatives.
  • Oversees assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
  • Conducts research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
  • Ensures that corporate financial accountability procedures are followed through management of the signing authority schedule for all of the cluster divisions.
  • Leads staff teams for unique projects, such as the United Way campaign, with responsibility for recruitment and training of those staff as well as the budget and financial reporting for the campaign lead any fundraising initiatives done within or across the cluster.
  • Deals with highly confidential matters such as labour relations, human resources and hiring.
  • Participates in job hiring process, contributing to the production of the practical and oral examination of staff and as a member of the interview panel, when requested.
  • Represents the division on various committees such as Access, Equity and Human Rights and Information Management, and produce appropriate submissions destined for Council review, on behalf of the division.
  • Monitors changes to corporate policies and procedures and determines impact on divisional operations.
  • Leads and co-ordinates the divisional response for corporate special projects/programs assigned by the Executive Director such as Pandemic Flu planning, Musculoskeletal Disorder prevention and annual projects such as Toronto Public Service Week and Take Our Kids to Work.
  • Produces ongoing tracking and follow up on Cluster-wide directives with the Cluster Senior Management Team such as senior management information reports, parking and health and safety initiatives.
  • Prepares regular reports with trend analysis to Cluster Senior Management Team on such issues as Customer Service measures.
  • Analyzes, controls and maintains an up-to-date database of Cluster-wide parking requirements and provide cost-saving advice to division heads within the cluster.
  • Prepares documents for Cluster Senior Management by conducting research, analysis and scrutiny of all applicable materials.
  • Identifies priorities and develops appropriate responses within the Division on issues such as Freedom of Information (FOI) requests, Labour Disruption and other sensitive issues.
  • Attends Corporate or Cluster meetings on behalf of the Executive Director, when requested.
  • Coordinates and supports the work of divisional and corporate initiatives related to the division.
  • Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
  • Monitors changes to corporate policies and procedures and determines impact on divisional operations.
  • Acts as a liaison between divisional senior management team and other division heads throughout the cluster with respect to cluster-wide operational issues to establish, maintain and develop linkages to other divisions and make effective partnerships.
  • Provides direction and content input into the division's website, working with Communication staff through design and production.
  • Communicates regularly with all operating areas of the division to assist with issues affecting the division, informs Executive Director and Directors of matters which may require attention. Proposes and expedites resolutions where possible.
  • Provides support to the Executive Director on issues that require divisional coordination and policy rollout.
  • Researches and reports on a range of new projects and initiatives as they arise.
  • Liaises with Records and Archives to ensure effective records management.

Key Qualifications:

Your application must describe your qualifications as they relate to:

  • Post-secondary education in a pertinent discipline to the job function (e.g. business, public administration etc.), or an equivalent combination of education and experience.
  • Project management experience including coordinating, monitoring and tracking of projects and initiatives.
  • Considerable experience creating presentations, drafting correspondence, reports, memoranda and summaries.
  • Experience in data analysis and preparing recommendations for senior management in the form of a slide deck, briefing note, memoranda or other summary documents.
  • Considerable experience using a variety of computer software including Microsoft Office Suite (e.g. Word, Excel, PowerPoint and Visio).
  • Experience using SAP or an equivalent database system.
  • Strong organizational skills to coordinate projects with competing deadlines.
  • Ability to exercise judgement and discretion in dealing with confidential matters.
  • Analytical and problem solving skills and the ability to work independently with minimal supervision.
  • Excellent interpersonal skills with the ability to communicate effectively, both orally and in writing, with politicians, business executives, senior managers and all levels of staff.
  • Ability to represent the division on various committees and produce appropriate submissions destined for Council review.
  • May be required to work overtime to meet regular deadlines.
  • Project Management Professional (PMP) designation would be considered an asset.

Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.

The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment.  In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto's Accommodation Policy, a request for accommodation will be accepted as part of the City's hiring process.

If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.

If you are an individual with a disability and you need assistance or an accommodation during the application process, please email us at, quoting the job ID # and the job classification title.