Program Coordinator Technology Services

**Job ID**: 58618

**Job Category**:Administrative

**Division & Section**:Technology Services, Enterprise Services & Operations

**Work Location**:Metro Hall, 55 John St., Toronto, M5V 3C6

**Job Type & Duration**:Temporary, Full-time, 24-month Vacancy

**Salary**:$79,409.00 - $106,101.00

**Shift Information**: Monday to Friday, 35 hours per week

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 12-Aug-2025 to 26-Aug-2025

**Major Responsibilities**:

- 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 members on 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 labour disruption plans.
- 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 specialized knowledge 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.
- 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**:

- Post-sec