Project Coordinator

**Job ID**: 53439

**Job Category**:Project Management

**Division & Section**:City Clerk's, Toronto Elections

**Work Location**:City of Toronto Elections, 89 Northline Rd. Toronto

**Job Type & Duration**:1 Full-time, Temporary Vacancy, Contract ends in October 2026

**Salary**: $86,716.00 - $112,255.00

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

**Affiliation**: Non-union

**Number of Positions Open**: 1

**Posting Period**: 13-Feb-2025 to 28-Feb-2025

Join Us

If you are interested in learning more about the Toronto Elections’ Project Coordinator (Voting Places and Geography) role, you can participate in a virtual WebEx information session with Kelly Hilbig, Manager Toronto Elections and Luke O’Regan, Project Manager Toronto Elections on **February 21st f**rom **12:00**-**1:00 pm.**

Reporting to the Toronto Elections Project Manager of Voting Places & Geography, the Project Coordinator will support the initiation, planning and implementation of election projects. They will play a key role in coordinating the inspection, permitting, logistics, and stakeholder management of voting places for the 2026 election, as well as supervising support staff.

**Major Responsibilities**:

- Coordinate and oversee the inspection and of all voting places and recommend accessibility accommodations.
- Oversee voting place relationships, location permitting, and election day logistics including furniture and supply delivery, and implementation of accessibility measures.
- Implements detailed plans and recommends policies/procedures regarding program specific requirements. Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
- Manages daily operations of assigned staff, including scheduling, task assignment, performance monitoring, and coordinating vacation and overtime requests.
- Provides input into budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
- Supports and implements all aspects of the election project planning and delivery, including general elections and by-elections, including referenda, recounts, and contract elections.
- Understands the vision, mission and strategic directions of the City Clerk's Office and its services, the City Clerk under the Municipal Elections Act, 1996, and the unique qualities and responsibilities for working in a political environment with Elected Officials and various stakeholders.
- Implements the project teams' business processes, policies and programs that strengthen the City's electoral processes and are necessary or desirable for conducting an election that is compliant with municipal election law, such as making processes and documents accessible in accordance with standards established in the Accessibility for Ontarians with Disabilities Act.
- Implements detailed project plans and recommends policies regarding program specific requirements to the Manager, Toronto Elections and the project team(s), including the overall scheduling of projects and reports on the status of all subprojects. Identifies risks, gaps, conflicts and overlaps. Follows proper escalation protocol in order to reach a resolution.
- Identifies and advises the Manager, Toronto Elections and the project team(s), of efficiencies and effectiveness of the services provided while ensuring work plan objectives and goals are met. Works effectively in a team and produces high standards of work quality.
- Oversees current processes and operations and researches industry practices, conducts jurisdictional scans, and implements new programs, services and policies to address emerging needs and legislated initiatives.
- Supervises a project team in providing expertise in assessment, analysis, evaluation of alternatives and resolution of issues and problems.
- Researches and reviews emerging technologies and trends to address future election requirements and implications. In conjunction with the project teams, implements systems, technology and equipment to support the delivery of efficient and effective elections.
- Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
- Researches, recommends and implements innovative programs that position the City as a leader in election management, such as Election Day and emergency response strategies, student worker initiatives, and developing/providing user-friendly materials and supplies.
- Provides support to the Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee and Council and senior City officials.
- Supports the development and implements communication strategies, plans and products that support election projects and initiatives, including the development of communication vehicles and techniques to engage diverse internal and external audiences.
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