COORDINATOR BUSINESS SUPPORT

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Division & Section: Transportation Services, Business Performance

Work Location: North York Civic Centre, 5100 Yonge St. (Hybrid)

Job Type & Duration: Full-time, Permanent

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 15-Apr-2025 to 1-May-2025

Job Description:
To support the Section/Division by overseeing and coordinating initiatives and projects.

Major Responsibilities:
Specific responsibilities may include, but are not limited to, the following:

• Develops and implements detailed plans and recommends policies/procedures regarding program specific requirements.
• 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.
• Oversees, coordinates and participates in the development and implementation of Section/Divisional and Corporate initiatives and assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning. Prepares reports as required.
• Deals with confidential and sensitive information affecting the section including, staffing, assets, resources and finances related to Section/Division-wide processes, functional policies, programs and strategies.
• Participates in the resolution of issues that have escalated to the Section Director/Manager.
• Participates in the preparation and monitoring of the Section's/Division's annual budget. Develops business cases as required.
• Monitors variances and transactional financial requests requiring the Supervisors//Manager's authorization, resolves issues and makes recommendations for changes. Acts as a Section liaison for information and problem resolution.
• Makes recommendations to the Supervisor/Manager to support change management strategies to improve the Section's overall strategic and operating performance in the Division.
• Participates in the development and/or implementation of organizational change initiatives, including the preparation of required documentation and review of financing requirements.
• Undertakes initiatives to develop, maintain and implement processes and mechanisms to strengthen the Section's internal control, oversight and compliance. Makes recommendations to senior management.
• Develops and maintains tracking mechanisms and systems to monitor policies, standards, and procedures.
• Maintains a thorough and continuous knowledge of City and divisional policies, initiatives and operational issues.
• Represents the unit on key divisional, corporate and external teams and initiatives and maintains effective working relationships with management, politicians, divisional and other City staff, and external organizations.
• Handles inquiries, issues and challenges from staff, members of Council, the public and media on behalf of the Supervisor/Manager or directs to appropriate sources.
• Provides direction to administrative support staff in order to successfully complete assigned tasks.
• Represents the division-section-unit at working groups and committees as chair, conducts meetings and takes necessary actions.
• Conduct reviews of business processes, analyze and develop streamline processes, write standard operating procedures, contract management documents, and templates that are AODA compliant.
• Develop training materials and facilitate divisional training.

Key Qualifications:

• Post-secondary education in a discipline pertinent to the job function (e.g. Business Administration, Finance, Engineering, project management), or an equivalent combination of education and experience.
• Considerable Experience in research, analysis and interpretation of data, statistical and financial reporting, coupled with strong analytical and organizational skills.
• Considerable experience creating concise and effective reports, presentations, briefing notes and correspondence on policy, project and administrative issues, often under time constraints.
• Experience in leading projects, coordinating and reviewing the work of staff, providing direction to others and working with minimal supervision.
• Experience with procurement procedures, contract administration and operations for a large-scale public organization, including the development of Requests for Quotation (RFQs), Low Value Quotes, Non-competitive procurement, vendor invoicing, etc.
• Experience with invoice payments, including compliance and monitoring adherence to payment policies and procedures and legislative requirements of adjudication
• Proficiency in issues management and resolving contentious issues that demonstrates superior analytical, conflict resolution, interpersonal and problem-solving skills.
• Project Management Profession (PMP) designation is considered an asset.
• Proficiency in the use of Microsoft Office Suite (Word, Excel and PowerPoint), and the ability to use various software, work management and accounting systems (e.g., SAP, SAP-Ariba Procurement, RACS, and Maximo).
• Adaptable, innovative and able to demonstrate continuous improvements.
• Excellent presentation and interpersonal verbal and written communication skills, and the ability to communicate effectively and professionally with staff at all levels of the organization, as well as external organizations.
• Ability to prioritize key deliverables as well as recognize and report one source over allocation in a highly demanding work environment with many competing priorities and deadlines.
• Ability to establish effective and strong working relationships and trust with multiple stakeholders, including staff, client divisions, vendors, etc.
• Highly developed customer service and interpersonal skills, and the ability to work cooperatively as an effective team member.
• Knowledge of relevant policies, procedures, and legislation (e.g., Construction Act, Occupational Health and Safety Act, Municipal Freedom of Information & Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, etc.)

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .