Project Coordinator; Budget Tool Revitalization Project Job Toronto area,Ontario Canada,Management

Position: PROJECT COORDINATOR (Budget Tool Revitalization Project)

Responsibilities

Coordinates assigned project activities and workstreams, fostering effective cross-divisional collaboration, maintaining quality standards, and promoting continuous learning and process improvement throughout the project lifecycle.‑divisional collaboration, maintaining quality standards, and promoting continuous learning and process improvement

Coordinates the implementation of new corporate software applications, including supporting activities related to Anaplan implementation such as testing coordination, configuration documentation, and integration planning.

Supports the preparation of project updates and status reports, advising on risks, issues, and technical considerations, and escalating matters to the Senior Project Manager when required.

Manage tracking of mandatory training, stakeholder communications, and change management activities.

Schedules all project related meetings - including governance meetings - prepares accurate and professional materials for review by Project Chairperson, prepares minutes, and ensures all documentation is retained within the project’s SharePoint drive.

Documents project decisions, risks, meeting outcomes, and divisional impacts; analyzes data to identify issues; and recommends actions for resolution or escalation.

Handles highly confidential matters such as labour relations, human resources and hiring with discretion and professionalism.

Participates in the hiring process, contributing to the production of practical and oral examination of staff, preparation of job postings.

Makes recommendations to divisional management to support functions and improve efficiency and effectiveness of service delivery in regards to service optimization and business process simplifications that could result in alternate service delivery.

Identifies priorities and develops appropriate responses within the Division on issues such as Freedom of Information (FOI), labour disruption plans and other sensitive issues.

Leads and co-ordinates the divisional response for corporate special projects/programs assigned, including project audits, by the Sr. Project Manager in support of the Director.

Provides logistical and operational coordination to support smooth project operations, including office supplies, equipment assignment, and inventory.

Assists in the rollout of change management initiatives to support transformation and adoption of new tools and processes.

Recommends and implements security practices, privacy and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of records.

Maintains records management and file plans leveraging Microsoft SharePoint, ensuring compliance with corporate requirements.

Liaises with divisional budget, accounting and administrative staff.

Represents the division on divisional and corporate workgroup and committees such as Information Management, Business Continuity, Customer Service, Access, Equity & Human Rights.

Monitors changes to corporate policies and procedures, assessing impacts on divisional operations and advising management accordingly.

Coordinates and maintains ongoing tracking and follow up on Service Area directives with the Divisional Management Team, such as management information reports, health and safety initiatives.

Prepares regular reports and trend analyses for the Divisional Management Team related to customer service metrics, information management, and other key operational areas.

Coordinates the development and completion of divisional work plans in collaboration with divisional teams.

Prepares documents, briefing materials, and analysis packages for Divisional Management through detailed research and review.

Acts as a liaison between the Division and other City divisions, agencies, and boards to maintain strong partnerships and support cross‑divisional coordination.

Attends meetings on behalf of the Senior Project Manager as needed.

Coordinates and supports divisional and corporate initiatives relevant to the Division’s mandate.

Plans and organizes staff retreats, divisional meetings, events, and communication materials.

Makes presentations to senior divisional…


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