Job Title: PROJECT COORDINATOR
Job ID: 67339
Job Category: Project Management
Division & Section: IDS Transit Expansion, Strategy, Learning & Performance
Work Location: City Hall, 100 Queen Street West
Job Type & Duration: Full-Time, Temporary (24 months)
Salary: $ 89,337.00 - $ 132,880.00, Wage Grade PTM2
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 29-SEPT-2026 – 14-OCT-2026
Reporting to the Manager Business Planning Performance & Infrastructure & Development Services, the Project Coordinator will provide operational coordination and support for a broad range of divisional programs, projects and corporate initiatives. The role will coordinate and deliver initiatives related to operations, employee experience, engagement and events, working closely with divisional leadership, staff and corporate partners.
The Project Coordinator will be responsible for coordinating multiple priorities from planning through implementation, supporting operational improvements, preparing reports and recommendations, and ensuring effective communication and collaboration across stakeholders. The role requires a high degree of independence, organization, judgement and relationship management in a complex, multi-stakeholder environment.
Major Responsibilities:
- Coordinates and maintains ongoing tracking and follow up on Service Area directives with Divisional Management Team such as management information reports, health and safety initiatives.
- Prepares regular reports with trend analysis to Divisional Management Team on such issues as Customer Service measures, Information Management.
- Coordinates completion of divisional work plans with divisional staff.
- Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
- Provides direction and composes content for the division’s website (internal/external), working with Communication staff through design and production.
- Organizes staff retreats, divisional team meetings, events and various communication material as required.
- Communicates regularly with all operating areas of the division to assist with issues affecting the division, informs Manager and provides support to the Director on issues that require divisional coordination and policy rollout.
- Coordinates and supports the work of divisional and corporate initiatives related to the division.
- Prepares documents for Divisional Management by conducting research, analysis and scrutiny of all applicable materials.
- Acts as a liaison between the division and other divisions across the City, with respect to divisional and operational issues in order to establish, maintain and develop linkages to other divisions, agencies and boards to ensure effective partnerships within the corporation.
- Attends meetings on behalf of the Manager, when requested.
- Research and reports on a range of new projects and initiatives as they arise.
- Develop reports for Council and briefing Notes for Senior Leadership Team.
- Oversees the development of the Divisional Operations Plan and Divisional strategic Plan.
- Liaises with divisional budget, accounting and administrative staff.
- Represents the division on Departmental and Corporate workgroup and committees such as Information.
- Management, Business Continuity, Customer Service, Access, Equity & Human Rights.
- Monitors changes to corporate policies and procedures and determines impact on divisional operations.
- Liaises with Records and Archives to ensure effective records management.
Key Qualifications:
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- Extensive experience coordinating complex operational programs, projects and corporate initiatives, including planning, implementation, monitoring and evaluation.
- Considerable experience coordinating divisional or corporate initiatives, including employee engagement programs, events, onboarding, offboarding, employee engagement meetings and other activities that support the employee experience.
- Considerable experience working in a complex, multi-stakeholder environment, liaising and coordinating across divisions, business areas and corporate partners.
- Considerable experience planning and coordinating events and organizational initiatives, including logistics, communications, stakeholder coordination, budgets and implementation.
- Experience analyzing operational processes and developing recommendations to improve service delivery, business processes, efficiency and effectiveness.
- Background in Business, Organization Development, Change Management including PROSCI considered an asset.
- Experience preparing reports, briefing materials, presentations and communications for management and senior leadership, including conducting research and analyzing information. Knowledge of Dashboards and using data visualization considered an asset
- Excellent research, analytical and problem-solving skills, with the ability to assess information, identify trends and develop practical recommendations.
- Excellent written communication skills, with the ability to prepare reports, briefing notes, presentations and other materials for senior leadership.
- Strong knowledge of records and information management principles and practices.
- Ability to interpret corporate policies, procedures and directives and assess their impact on divisional operations.
- Strong organizational and planning skills, with the ability to coordinate divisional work plans and support operational and strategic planning activities.
- Ability to exercise sound judgement and discretion when dealing with confidential or sensitive matters.
- Strong presentation skills, with the ability to effectively communicate complex information to senior staff and other audiences.
Notes:
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- Applicants are required to demonstrate in their resume/cover letter that their qualifications match those specified in the job posting.
- If selected for a temporary position, employee's placement is conditional on the approval of his/her executive director/general manager or designate.
- Temporary and fixed-term part-time non-union employees will be reassigned to this position.
- In accordance with the City's Acting Assignment policy, if the posted non-union temporary position becomes permanent, it may not be reposted.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request.
Learn more about the City’s Hiring Policies and Accommodation Process.
