Coordinator, Divisional Program Support

4 months ago

Mississauga, Canada Regional Municipality of Peel Full time

**Job Description**:
**Coordinator, Divisional Program Support**

**Health Services,** Health Strategy, Planning and Partnerships (HSPP)**

**Status**:Contract Full Time, ending March 31, 2026**

**Salary Range: $67,772 to $84,714** per annum + **comprehensive benefits**

**Work Mode: Hybrid**_see below for more details about this work mode_**

**Location: 7120 Hurontario Street, Mississauga**

**Hours of work: 35 hours per week**

**Who we are**: HSPP is a central Division within Health Services that provides critical enabling supports and strategic leadership across the Health Services department. The Health Equity, Partnerships and Innovation (HEPI) team provides backbone support from key community initiatives, including Peel's Community Safety and Well-being Plan and Health Services' approach to health equity. This role reports to the Program Director, HEPI and provides support across HSPP along with specific support to the HEPI team.

**What you will do in this role**:

- Coordinate all administrative duties across the HSPP divisions, required to support the HSPP team
- Organize, coordinate and carry out established activities in each division’s day-to-day business, various projects and planning activities within HSPP
- Organize and coordinate administrative assistant and administrative support staff in an efficient and effective manner, streamlining processes and work
- Prepare correspondence, reports, letters, and facilitate meetings as required to ensure the smooth flow of information and responses to clients and staff
- Assist with budget monitoring, including the compiling and tracking of divisions financial reports and data throughout the year for budget purposes
- Prepare, coordinate and respond to requests for data and information from councillors, other divisions and departments, ministries, provincial agencies, colleges/universities, and local organizations
- Develop and maintain collaborative internal and external working relationships
- Address internal and external enquires regarding the work of the division, be the contact for information on HSPP, including councillor inquiries
- Conduct research, keep abreast of current issues related to the division to identify and initiate actionable items, ensure follow up and timelines are met
- Prepare and coordinate divisional updates, ensuring items are communicated, as appropriate to management and staff
- Generate and maintain internal reports i.e. organization charts
- Provide program support to the division's strategic initiatives, i.e., culture and wellness, and various other committees including preparing agendas, minutes, identifying action items and follow up
- Support special projects and coordinate special events, meeting logistics, conferences and other responsibilities as required
- Manage the director's schedule by following up with meeting organizers, suggesting alternative communication (conference calls, action memo etc.) if necessary, suggest materials to be pre-sent; prepare full meeting/conference preparedness packages
- Maintain an appropriate balance of scheduled and working time in calendar balancing a hybrid working environment
- Provide support to various external committees that the director is involved in, including minutes, venue planning, inviting guest speakers
- Ensure speaking and conference attendance requests are vetted with full details; time of speech; expectation of materials (PowerPoint, handouts, etc.); Q&A potential that requires researched information or stats to reference
- Compile and organize information for further analysis and presentation to senior management
- Format and proofread documents, manage eScribe process for HSPP for reports for Council
- Other duties as assigned that fall within the scope of the Divisional Support Coordinator

**What the role requires**:
- Completion of a post-secondary administrative or business studies program- Minimum of five years progressive administrative/coordinator support experience- Combination of education and experience may be considered

**Skills/Abilities**:
Excellent verbal and written communication skills- Proficient in MS Office including Outlook, Word, Excel, and PowerPoint- Intermediate Peoplesoft skills- Previous financial / budgeting experience- Excellent interpersonal and public relation skills to deal with internal and external partners- Excellent administrative skills supporting senior management- Previous experience with event planning and demonstrated coordination skills- Good problem-solving skills and judgement- Superior research and analytical skills- Effective planning and organizational skills- Strong negotiation skills- Political astuteness with demonstrated tact and diplomacy- Ability to work in a self-directed manner within a collaborative team environment- Ability to deal with multiple tasks, shifting/changing priorities and operate with a sense of urgency- Demonstrate a commitment to diversity, equity, and inclusion through continuous d

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