Job ID: 58451
Job Category: Administrative
Division & Section: Municipal Licensing & Standards, MLS Finance & Business Services
Work Location: 1530 Markham Road, Scarborough and City Hall, 100 Queen Street West, Toronto
Job Type & Duration: Full-time, Permanent
Salary: $73,495.00 - $96,567.00
Shift Information: Monday to Friday, 35 Hours Per Week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 13-Aug-2025 to 27-Aug-2025
The Program Operations Support Officer will work closely with the People Services team to oversee and manage the Division’s transfer mailbox and transfer processes. This role will support the team on various administrative and operational tasks, complement management, reporting, the Events and Social Committee, assist with managing multiple shared mailboxes, contribute to the maintenance and management of the Division’s assets
Supporting a small team in the Finance & Business Services section, the Program Operations Support Officer will be required to travel to both locations, 1530 Markham Road in Scarborough and City Hall at 100 Queen Street West, Toronto.

YOUR APPLICATION MUST DESCRIBE YOUR QUALIFICATIONS AS THEY RELATE TO:

• Post-secondary degree or diploma in a discipline pertinent to the job function (i.e. Human Resources, Business Administration), or the equivalent combination of education and experience.
• Considerable experience providing administrative and operational support, including handling complex processes, managing confidential information, and ensuring compliance with policies and collective agreements.
• Experience in planning and organizing events, meetings, conferences, and special events.
• Experience in process improvement or workflow optimization, including identifying inefficiencies and recommending solutions to modernize practices.
• Experience in the use Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Access), and HR Information Systems (HRIS) such as SuccessFactors and SAP.
• Ability to engage and communicate with stakeholders, including liaising with staff, managers, and HR teams to resolve issues and provide updates.
• Excellent verbal and written communication skills with the ability to communicate and present clearly and effectively to a variety of audiences.
• Excellent interpersonal skills with the ability to establish and maintain effective working relationships with all levels of staff and external contacts.
• Excellent customer service and interpersonal skills.
• Strong problem solving, multi-tasking & organizational skills with a strong ability to manage multiple priorities within tight time constraints.
• Ability to use discretion and maintain confidentiality when handling sensitive information.
• Ability to work independently and cooperatively with multi-disciplinary groups and others in a team environment.
• Knowledge of collective agreements, HR policies, and employment standards considered an asset.
• Knowledge of divisional complement management will be considered an asset.

• Coordinates and manage internal staff transfer within MLS, ensuring compliance with collective agreements, policies, and established processes.
• Maintains and monitor the transfer mailbox, respond to inquiries, and provide timely updates to staff and management regarding transfer status.
• Identifies opportunities to streamline and modernize transfer processes, including recommending and implementing workflow improvements and best practices.
• Prepares reports and maintain accurate records related to transfers, vacancies, and workforce changes for tracking and audit purposes.
• Collaborate with HR, managers, and other stakeholders to resolve issues, provide guidance on transfer procedures, and ensure efficient processing.
• Provides divisional complement and position management support, monitoring, and expertise, in collaboration with all divisional service lines, utilizing SuccessFactors and SAP.
• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Coordinates and provides support on activities related to training, change management and implementation of policies/programs.
• Identifies, analyzes, rationalizes and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
• Prepares, organizes and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.
• Liaises with other Divisions, internal, and external partners.
• Develops and maintains templates for data collection and divisional forms.
• Supports system applications, and evaluates, and monitors data.
• Provides information and maintains a monitoring system for issue tracking
• Recommends, implements and practices security, privacy and quality assurance.
• Leads divisional planning, development and implementation of City-wide events such as United Way, Take Our Kids to Work, Toronto Public Service Week and other projects/events as assigned.
• Develops and maintains working relationships with advisory committees, task groups and partner organizations for multiple projects and events.
• Assists with research and resolution of grievances, issues and labour relations matters.