Administrative Coordinator
3 weeks ago
**JOB INFORMATION**
**Requisition ID**: 8191
**Number of Vacancies**: 1
**Department**: Chief People Officer & Staff (20000035) - Chief People Officer & Staff (30000059)
**Salary Information**: $80,189.20 - $100,245.60
**Pay Scale Group**: 08SA (CAN/S/J/08SA)
**Employment Type**: Regular
**Weekly Hours**: 35
**Off Days**: Saturdays & Sundays
**Shift**: Day
**Posted On**: August 17, 2023
**Last Day to Apply**: August 24, 2023
**Reports to**:Chief People Officer
The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."
**General Accountability**:
- Reporting to the Chief People Officer the incumbent is responsible for ensuring the efficient daily operations of the office while providing administrative support to the chief as well as supporting the daily and strategic activities of the group as a whole. This will involve the development and analysis of key performance measures (KPIs) to track against strategic objectives in line with the Corporate Objectives; the review of audit recommendations, the co-ordination and follow up of actions required to address recommendations and the co-ordination of all communication received by the chief and related responses. The incumbent also assists with special projects as assigned.
**Key Job Functions**:
- Develops and analyzes key performance measures (KPIs) for the Department with the Budget Coordinator.
- Works with the chief and department heads to establish metrics and methods to track progress of each department towards strategic objectives in line with the Corporate Objectives
- Provides analysis and reporting through monthly progress reports against strategic objectives of the Department and co-ordinates any follow up required
- Monitors progress against KPIs and ensures corrective action is recommended for any potential issues identified
- Tracks, co-ordinates and monitors various departmental activities/issues, projects and priorities, and provides updates of same, including status
- Reviews all correspondence addressed to the chief and makes decisions regarding what is forwarded
- Reviews letters, reports and other correspondence for accuracy of content, completeness and conformance with procedures, etc.
- Provides administrative support to the chief and ensures efficient daily operations of the chief’s Office
- Acts as the key representative of the office and the first point of contact for inquiries directed at the chief
- Composes letters, memoranda and reports as necessary for the chief
- Ensures the efficient overall administration of the chief’ Office through the effective planning and coordinating of all activities for the office
- Investigates inquiries and requests from internal and external sources and initiates and oversees the appropriate action and timely responses, arranging for follow ups as required
- Manages the chief’s Calendar, coordinating the chief’s schedule of activities and priorities
- Ensures the chief is appropriately prepared for meetings, collecting/compiling pertinent background materials and information
- Liaises with the administrative staff of the chief’s direct reports as required regarding departmental issues and provides guidance, direction and/or advice concerning TTC administrative standards, procedures, processes, etc.
**Key Job Functions continued**:
- Carries out and/or co-ordinates special projects/assignments as directed by the Chief
- Attends Group meetings which involve the preparation of agendas, participation at meetings and development of meeting notes and/or action plans
- Maintains and promotes good relations with all levels of staff and internal/external representatives
- Remains current with best practices/industry standards and trends
- Provides necessary reports and recommendations to the chief, CEO, Executive/Senior Staff where required
- Coordinates, researches and prepares reports, analyses and recommendations related to the Group including WCRs and TTC Board Reports
- Coordinates and monitors special projects, programs and assignments undertaken by the Group
- Provides advice and guidance to the Group staff with respect to Corporate/Group policies, procedures and standards
- Manages purchases and reconciles the Group credit card
- Maintains confidential records for the Chief
- Responsible for treating passengers and/or employees with respect and dignity and ensuring the needs of passengers or employees with disabilities are accommodated and/or addressed (within their area of responsibility) in accordance with the Ontario Human Ri
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