PROJECT COORDINATOR ELECTION SERVICES

at  City of Toronto

Job ID: 46487
Job Category: Project Management
Division & Section: City Clerk’s, City Clerk’s Elections Services
Work Location: City of Toronto Election Services, 89 Northline Rd. Toronto
Job Type & Duration: Full-time, Temporary Vacancy (contract runs until December 2026)
Salary: $86,716 - $112,255, Wage Grade 6.0
Shift Information: Monday to Friday, 35 hours per week - Hybrid
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 03-May-2024 to 22-May-2024
Reporting to the Manager of Toronto Elections, the Project Coordinator of Training will support the initiation, planning and implementation of election projects. The successful candidate will work closely with the Project Manager of Training to develop and implement a new training plan to prepare more than 10,000 temporary voting place staff for the 2026 municipal election. The ideal candidate will have experience in the design and development of traditional and online training materials, scheduling and booking facilities, delivery of training plans, coordinating logistics of distribution and management of equipment, materials, and supplies.

Major Responsibilities:

• Contributes to the development of the training plan, identifying improvements and opportunities for modernization and innovation.
• Implements detailed plans and recommends policies regarding program-specific requirements, including the overall scheduling of projects and reports on the status of all subprojects.
• Designs and develops traditional and online training materials and modules in accessible formats.
• Establishes training schedules, secures facility permits, assigns trainers and attendance clerks and populates software and systems with the schedules and assignments.
• Designs, delivers, facilitates and supports training sessions at numerous sites across the city.
• Coordinates the distribution and management of supplies, materials and equipment to training sites.
• Monitors, tracks and reports on project deliverables.
• Develops templates for project deliverables for stakeholder use, evaluates their effectiveness and makes modifications to ensure ease of use and quality of work outputs.
• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Supervises the day-to-day operations of assigned staff including the scheduling, assigning, and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, hears grievances, and recommends disciplinary action when necessary.
• Assists in the hiring, training and orientation of election assistants, trainers, and attendance clerks.
• Provides support to the Manager and Project Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee Council and senior City officials.
• Provides input and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Identifies and advises the Project Manager, Toronto Elections and the project team(s) of efficiencies and the effectiveness of the services provided while ensuring work plan objectives and goals are met.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Understands and acts in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and all other relevant legislation and associated regulations.
• Acts on behalf of the Project Manager, Toronto Elections, in their absence.

KEY QUALIFICATIONS:

Your application must describe your qualifications as they relate to:

• Experience designing, producing, and evaluating training and training materials for a variety of learners in both traditional and online formats.
• Project coordination and project or event management experience including implementing multiple projects with conflicting deadlines, analyzing, and evaluating projects, monitoring, and tracking progress, and communication to stakeholders and senior management.
• Experience in facilitating and conducting training.
• Experience with a variety of software packages including MS Office (i.e., Word, Excel, and PowerPoint) and the ability to quickly learn new software.
• Excellent organizational and time management skills, including attention to detail, and ability to set priorities.
• Highly developed analytical, organizational, communication and interpersonal skills, with the ability to communicate both orally and in writing.
• Knowledge of leading practices in adult training and learning methodologies, including diverse learning styles.
• Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as, Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, employment standards, and labour and human rights.
• Knowledge in multiple facets of an Election event including the understanding of related legislation and the interdependencies of large-scale election projects is an asset.
• Broad understanding of government and the independent role of the City Clerk in conducting elections.
• Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
• Ability to travel to various training sites across the city.
• Ability to work long hours during peak periods including evenings, statutory holidays and weekends as required.

• Contributes to the development of the training plan, identifying improvements and opportunities for modernization and innovation.
• Implements detailed plans and recommends policies regarding program-specific requirements, including the overall scheduling of projects and reports on the status of all subprojects.
• Designs and develops traditional and online training materials and modules in accessible formats.
• Establishes training schedules, secures facility permits, assigns trainers and attendance clerks and populates software and systems with the schedules and assignments.
• Designs, delivers, facilitates and supports training sessions at numerous sites across the city.
• Coordinates the distribution and management of supplies, materials and equipment to training sites.
• Monitors, tracks and reports on project deliverables.
• Develops templates for project deliverables for stakeholder use, evaluates their effectiveness and makes modifications to ensure ease of use and quality of work outputs.
• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Supervises the day-to-day operations of assigned staff including the scheduling, assigning, and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, hears grievances, and recommends disciplinary action when necessary.
• Assists in the hiring, training and orientation of election assistants, trainers, and attendance clerks.
• Provides support to the Manager and Project Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee Council and senior City officials.
• Provides input and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Identifies and advises the Project Manager, Toronto Elections and the project team(s) of efficiencies and the effectiveness of the services provided while ensuring work plan objectives and goals are met.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Understands and acts in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and all other relevant legislation and associated regulations.
• Acts on behalf of the Project Manager, Toronto Elections, in their absence