MANAGER PROGRAM PLANNING & STRATEGIC SUPPORT

at  City of Toronto

Job ID: 50566
Job Category: Policy, Planning & Research
Division & Section: City Planning, CP Strategic Initiatives Policy & Analysis
Work Location: City Hall, 100 Queen Street West, Toronto, ON.
Job Type & Duration: Permanent, Full-time vacancy
Salary: $140,350.00 - $182,614.00, TM5210, Wage Grade 9.0.
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 08-Oct-2024 to 25-Oct-2024

JOB SUMMARY:

The Manager of Program Planning and Strategic Support plays a key role to sustain operations of the City Planning Division and to support the Chief Planner. The Manager:

• Provides senior level strategic advice and expertise to Senior Executives and Directors related to overall program administration, including budgeting, resourcing, contract oversight, procurement, strategic communications, agenda forecasting and Council reporting.
• Ensures that the City Planning Division is well-run, and that administrative processes and best practices are implemented to support the operations of the division.
• Manages organizational changes and transforms business processes through enterprise-wide performance management, change management, and relationship and issues management to achieve corporate goals and meet evolving needs of the city and industry.

KEY QUALIFICATIONS:

• Post-graduate education in business/commerce, public policy, public administration, or the approved equivalent combination of education and/or experience
• Management experience in a major public or private sector organization.
• Considerable experience leading complex corporate-wide projects and driving corporate strategy development and projects with senior leaders, executive sponsors, Steering Committees and all stakeholders.
• Experience in issues management and resolving contentious issues that demonstrates superior analytical, conflict resolution, interpersonal, and problem-solving skills.
• Experience preparing reports and presentations; strong verbal and written communication skills with the ability to communicate effectively at all organizational levels and establish effective working relationships.
• Change management experience in a major public or private sector organization, with an understanding of change management methodologies and strategies.
• Knowledge of municipal government operations, approval processes and political structure, Committee and Council proceedings, and general understanding of issues facing partnering divisions and the planning community.
• Ability to produce concise and effective reports and recommendations, often under severe time constraints.
• Ability to work in a highly demanding work environment with many competing priorities and deadlines.
• Sound judgment with an ability to work independently on confidential and sensitive matters with minimum supervision.
• Ability to establish effective working relationships with all stakeholders, employees, client departments, outside agencies, politicians and other orders of government.
• An effective relationship builder that promotes and fosters teamwork and is able to influence and mobilize internal and external staff and stakeholders to achieve desired results.
• Ability to identify needs, initiate, co-ordinate and manage the implementation of solutions in response to issues.
• Familiarity with other relevant government legislation including the Municipal Freedom of Information Act.

MAJOR RESPONSIBILITIES:

• Develops and implements detailed plans and recommends policies regarding program specific requirements.
• Leads, motivates and manages a team of professionals responsible for policy and program administration, workforce planning, administrative services, change management, issues management, and strategic communications.
• Manages, motivates and trains the Chief Planner’s Office staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning, and support for innovation.
• Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and controls vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments and recommends disciplinary action when necessary.
• Develops, recommends and administers the annual budget for the Division, and ensures that expenditures are controlled and maintained within approved budget limitations. Ensures that financial planning, control, performance measurement and reporting are developed and in compliance with legislated and regulatory requirements and are in support of the Division’s goals and objectives. Identifies new funding opportunities, revenue opportunities, revenue analysis, etc.
• Provides expertise and advice to the senior executives across the organization, Division Heads, and Senior Management Team on a broad range of project issues, decision points and emerging/contentious issues. Develops and fosters strong partnerships within the Division and commenting divisions in support of results-based outcomes.
• Develops and implements an end-to-end performance management framework along with Key Performance Indicators (KPIs) and reporting. Provides leadership in enterprise-wide performance management to improve service delivery and work processes and resolve issues/conflicts.
• Provides strategic advice in the development, design and implementation of functional policies and programs that make major changes in overall business performance based on long-term needs.
• Manages conflicting divisional priorities through discussions and negotiates support to gain approval of key priorities, initiatives and proposals by senior executives and business stakeholders. Creates and promotes a multi-disciplinary team environment and client centric culture which encourages working cooperatively and collaboratively as a team and across divisions and stakeholders to achieve common organizational objectives and goals.
• Works collaboratively and in conjunction with the Corporate Employee Relations team when providing advice on collective agreements and in administering Collective Agreement matters. Provides guidance and advice regarding Corporate and Divisional policies and procedures and legislative regulations to all levels of staff and ensures consistent and timely implementation and adherence throughout the division.
• Oversees workforce development, succession planning and enhancement of strategic recruitment initiatives. Manages the division’s staff complement. Develops training plans as required.
• Manages confidential and sensitive information affecting personnel, operations and resources, and ensures corporate policies are applied and adhered to.
• Manages the development of strategic planning initiatives. Identifies policy options related to governance structures and management practices and recommends changes to support management functions and improve efficiency, effectiveness, and accountability.
• Identifies, develops and champions opportunities for fundamental business transformations in alignment with strategic priorities.
• Manages projects and special assignments that may involve multiple functional areas to address technological and business needs. Oversees the development, maintenance and implementation of internal management systems/controls to promote cost-effective solutions to the Division’s core services.
• Monitors performance to ensure that projects are delivered on time, on budget and meets the stated objectives. Ensures that project tracking and other artifacts are kept up to date. Works with functional leaders to ensure optimal resource allocation and project prioritization according to the Division’s strategic objectives.
• Promotes and provides strategic leadership for performance and results-based accountability measurement and reporting to ensure monitoring and continuous improvement of services delivered.
• Ensures corporate performance management processes are adopted and implemented throughout the Division.
• Researches and recommends new business opportunities, emerging trends, methodologies and strategies ensuring that services are connected to outcomes and aligned to organizational strategy.
• Conducts program and project-specific evaluations. Shares best practices and leverages lessons learned to improve processes, tools, and delivery standards to better serve all stakeholders.
• Prepares briefing notes and reports to senior management on all program related items and/or potential risks (including those related to budget, human resources, and issues management), attending meetings to answer questions or provide clarification as required.
• Provides leadership and establishes partnerships with clients, external stakeholders, members of Council, public, etc. to address and resolve conflicting demands and problems from various stakeholders and fosters effective partnerships while balancing corporate interests.
• Provides strategic issues management advice and executive level support to the City Manager and Senior Executives and provides cross-corporate leadership as an integral part of the issues management process.
• Manages the quotation and tendering process, including preparation of requests for written quotations, proposal calls, price agreements and sole source agreements and negotiates terms to meet the needs of the City.
• Prepares RFPs, RFQs and other procurement documents for the acquisition of project or resource management tools and professional services.
• Acts as a main point of contact for external consultants, ensuring accountability of external consultants and vendors. Leads meetings to resolve issues with significant financial and political impact.
• Manages divisional input into the City’s Agenda Management System and attends strategic meetings to ensure the interests of the Division and the partner divisions are represented in a co-ordinated fashion.
• Ensures continuous Contingency Planning for Emergency Response and implements/oversees the execution of the plans.
• Educates and provides advice on options, requirements and consequences of implementing new change initiatives.
• Plans and implements change management and associated stakeholder engagement initiatives, regarding changes to organizational structures, business processes, service delivery, and technology systems…
• Reviews internal and external communication materials and media releases to ensure appropriate content, key messages, timing, method of release and alignment with the Division’s Communications Plan as well as the program’s strategic objectives.
• Oversees the development of professional written materials, including communications plans, briefs, fact sheets and other communication products.
• Provides strategic support and leadership in developing key messages for stakeholders including media and public response that are aligned with the City’s Communications Plan, in collaboration with senior management, division heads, and other key stakeholders.

The Manager of Program Planning and Strategic Support plays a key role to sustain operations of the City Planning Division and to support the Chief Planner. The Manager:

• Provides senior level strategic advice and expertise to Senior Executives and Directors related to overall program administration, including budgeting, resourcing, contract oversight, procurement, strategic communications, agenda forecasting and Council reporting.
• Ensures that the City Planning Division is well-run, and that administrative processes and best practices are implemented to support the operations of the division.
• Manages organizational changes and transforms business processes through enterprise-wide performance management, change management, and relationship and issues management to achieve corporate goals and meet evolving needs of the city and industry