Program Coordinator Office Division Head

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Job : 65633
Job Category: Administrative
Division & Section: Parks & Recreation, General Manager's Office
Work Location: City Hall, 100 Queen Street West
Job Type & Duration: Full-time, Permanent
Salary Range: $80,799-$109,815
Hiring Zone:$88,117.00 - $95,538.00
Shift Information: Monday to Friday, 35 hour per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 09-JUL-2026 to 23-JUL-2026

Reporting to the Project Director in the General Manager’s Office, this role provides high-quality strategic and administrative support to the General Manager, enabling timely issue escalation, effective approvals management, and coordinated issue resolution. The position plays a key role in supporting the efficient day-to-day operations of the General Manager’s Office, strengthening responsiveness, decision-making, and follow-through on priority matters.

• Provides senior level administrative support, advice and guidance to the Division Head on key initiatives and policies. Anticipates and initiates appropriate action on incoming issues, recommends course of action or solutions.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, City Councilors, Senior Leadership team and divisional staff.
• Anticipates and initiates appropriate action on incoming issues, recommends course of action or solutions.
• Co-ordinates daily administrative operation by organizing workload priorities.
• Prepares approval forms, briefing notes and staff reports for Committees and Council and attends appropriate meetings to provide information.
• Provides effective work direction, training and guidance to administrative support on divisional processes and procedures and acts as a resource to divisions' staff.
• Receives and provides initial response including initial information collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Handles and performs customer service functions such as investigating, analyzing, resolving problems and diffusing contentious situations associated with clients/customers of the division. Responds and helps resolve issues of upset and concerned clients seeking redress.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by‑laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof‑reads own and other's material.
• Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
• Participates in the development of communication strategies and prepares and co‑ordinates communications material within the department/division including newsletters, bulletins and flyers.
• Co‑ordinates and maintains records management and approval processes and system.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and City Councilors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
• Acts as central contact for the division, responding to inquiries from all Divisions, Agencies, Boards, Corporations, and Commissions. Ensures the Division Head is fully briefed on issues that require their attention, in a timely accurate and comprehensive manner.
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co‑ordination of various documentation/correspondence and processes. Administers, prepares, processes and…