PROJECT COORDINATOR

at  City of Toronto

Job ID: 44041
Job Category: Project Management
Division & Section: Toronto Paramedic Service
Management Work Location: 4330 Dufferin St, Toronto, ON M3H 5R9
Job Type & Duration: Permanent
Salary: $86,500 - $108,459, TM2352, Wage Grade 6
Shift Information: 35 hours per week
Affiliation: Non-Union
A Qualified List will be established to fill permanent positions.
Number of Positions Open: 1
Posting Period: 15-Mar-2024 to 29-Mar-2024
Job Description:
Reporting to the Commander Communications Systems Engineer, the Project Coordinator will play a pivotal role in ensuring the success and efficiency of assigned projects within our organization. In this role, The Project Coordinator will engage in comprehensive research within the assigned area, ensuring a thorough consideration of developments within the field, corporate policies, legislation, and initiatives by other government levels. The incumbent will contribute to and manage the allocated budget, ensuring expenditures adhere to approved limits. Providing leadership to the project team, the coordinator will collaborate with divisional and client staff, overseeing various aspects such as project activities, communication, administration, planning, writing, and monitoring. Responsibilities also include documenting meeting minutes, distributing project communications, and coordinating with internal and external groups to achieve project deliverables.

Major Responsibilities:

• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government.
• Provide input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Provide direction and guidance to the project team. Coordinates, in working with divisional and client staff, project activities, communication, administration, planning, writing, and monitoring.
• Documents meeting minutes and distribute project communications.
• Liaises and coordinates with internal and external groups on accomplishment of deliverables. Works closely with the Finance and Contract Management group of TSD and other stakeholders across the organization.
• Assists in procurement processes including Low Value Quotations (LVQs), Divisional Purchase Orders (DPOs), Competitive and Non-Competitive Procurement etc.
• Manage reporting of contract expenditures and liase with IT Commander in forecasting target values and contract adjustments
• Ensure that IT unit complies with city and provincial purchasing regulations and requirements.
• Prepare reports for the unit manager and IT Project Manager and Section Director making recommendations on project decisions, budgets, staffing levels and resource allocation.
• Facilitates collection of business requirements and builds consensus amongst clients on accomplishment of deliverables.
• Coordinates, in working with the Project Manager on the IT work package, project activities, communication, administration, writing and monitoring.
• Prepares business cases, feasibility (including economic, organizational, operational, technical, impact) studies, project artifacts and user documentation under the direction of project manager.

YOUR APPLICATION MUST DESCRIBE YOUR QUALIFICATIONS AS THEY RELATE TO:

• Post-secondary education in a pertinent discipline to the job function (e.g., business, public administration, technology, etc.), or an equivalent combination of education and experience
• Experience in project management methodology and life cycle, including coordinating, monitoring, and tracking of multiple projects and initiatives.
• Experience in procurement processes in the large enterprise environment, preferably in municipal environment, including Purchase Order, Quotation requests, Competitive Low Value Procurement
• Experience working with computerised purchasing systems (e.g., SAP, Aruba, is an asset.)
• Experience in data analysis and preparing recommendation for senior management in the form of a slide deck, briefing note, memoranda, or other summary documents is an asset.
• Experience in managing small to medium size IT projects and the coordination of large IT multi-year complex projects through all stage of the project lifecycle.
• Experience in conducting feasibility analysis and producing associate reports in IT environment.
• Education in Project Management Methodology with a focus on PMI’s Project Management Body of Knowledge (PMBOK)
• Strong organization skills to coordinate projects with competing deadlines.
• Considerable experience in creating presentations, drafting correspondence, reports, memoranda, and summaries using a variety of computer software (e.g., Excel, PowerPoint, Word, Visio and MS Project)

Must Also Have:

• Analytical and problem-solving skills and the ability to work independently with minimal supervision.
• Ability to exercise judgement and discretion in dealing with confidential matters.
• Demonstrated ability to establish and maintain an effective working relationship with corporate clients and vendors with a strong customer service orientation.
• Excellent report writing, communication (oral and written), presentation, interpersonal skills and ability to provide timely and comprehensive advice to senior management.
• Highly developed interpersonal, human relations, negotiation, conflict resolution, analytical and problem-solving skills with the ability to interact effectively with all levels of the organization and to forge solid internal and external relations.
• Ability to work under pressure and prioritize activities to meet tight deadlines.
• Comprehensive knowledge of the Environmental Protection Act and Regulations, Occupational Health and Safety Act, and other relevant Municipal, Provincial, and Federal codes, bylaws, and regulations.

A Qualified List of candidates will be established for the Project Coordinator position in the Toronto Paramedic Service and will be in effect for up to 6 months from the date the list is created. Qualified candidates on the list may be considered when filling future permanent vacancies in this position.

• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government.
• Provide input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Provide direction and guidance to the project team. Coordinates, in working with divisional and client staff, project activities, communication, administration, planning, writing, and monitoring.
• Documents meeting minutes and distribute project communications.
• Liaises and coordinates with internal and external groups on accomplishment of deliverables. Works closely with the Finance and Contract Management group of TSD and other stakeholders across the organization.
• Assists in procurement processes including Low Value Quotations (LVQs), Divisional Purchase Orders (DPOs), Competitive and Non-Competitive Procurement etc.
• Manage reporting of contract expenditures and liase with IT Commander in forecasting target values and contract adjustments
• Ensure that IT unit complies with city and provincial purchasing regulations and requirements.
• Prepare reports for the unit manager and IT Project Manager and Section Director making recommendations on project decisions, budgets, staffing levels and resource allocation.
• Facilitates collection of business requirements and builds consensus amongst clients on accomplishment of deliverables.
• Coordinates, in working with the Project Manager on the IT work package, project activities, communication, administration, writing and monitoring.
• Prepares business cases, feasibility (including economic, organizational, operational, technical, impact) studies, project artifacts and user documentation under the direction of project manager