Housing Services Portfolio Coordinator

ABOUT US
Almost million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2051. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER
Recognized by Forbes as one of Canada’s Best Employers, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipal Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE This role is responsible for providing project and program management planning and coordination for the Branch and leading or supporting projects and project planning, as assigned; acting as a resource to Branch staff; developing and maintaining project management databases for the Branch; coordinating activities which support Branch continuous quality improvement, operational effectiveness and efficiency, and design and documentation of workflow processes; coordinating tracking and analyzing trends and making appropriate recommendations that will positively impact operational effectiveness and program delivery; facilitate the creation and maintaining Branch design standards and guidelines, supporting the Supervisor and Branch staff, including coordinating a program and operational mapping process and analysis.

WHAT YOU'LL BE DOING

• Coordinates or leads various projects or programs, as assigned; assists in developing project plans, costs, timelines, and resources and coordinates all aspects of projects; participates in project planning with accountability for project goals, timelines, and expectations; works with project team for the successful delivery of projects.
• Liaises with Branch and Regional Department staff, regarding the development and delivery of projects and initiatives to address the facility requirements of the Department’s portfolio.
• Participates in multi-disciplinary teams, and in external and internal committees, to evaluate initiatives, including compliance with project standards.
• Participates in the development of the annual and multi-year capital plan.
• Works directly with Branch staff to understand program/project operational concept, objectives and approach to service delivery.
• Acts as a resource to Branch staff on projects and assists in resolving issues to ensure corporate standards and applications are maintained.
• Chairs or takes active role on committees or work groups for projects; conducts research and makes recommendations or implements changes, as required.
• Develops or assists with project plans and objectives; monitors progress against plans; controls and modifies project, as required, and provides regular updates to the Supervisor.
• Develops or assists with Branch design guideline and standards.
• Prepares reports and proposals and gathers background material related to special projects.
• Conducts research and consults with Branch staff on issues and processes, as requested.
• Develops and maintains databases for project management, including scheduling, costing, contract documents, etc. for Branch projects.
• Assists in implementing future program and operational needs required to enhance Branch productivity.
• Consults with Branch staff and contributes to the design, development, testing, modification and implementation of evaluation and benchmarking and measurement tools.
• Identifies key performance indicators and assists management staff in determining how they are to be measured.
• Develops strong working relationships with key staff members in the assigned functional areas.
• Assists the Supervisor and Branch staff in determining business processes, mapping and workflows.
• Collects data and business requirements based on specific customer needs and coordinates workflow mapping with stakeholders.

WHAT WE'RE LOOKING FOR

• Successful completion of a Community College Diploma in Architectural, Interior Design, Business Administration, or Engineering Sciences or related field or approved equivalent combination of education and experience.
• Certified Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) or Certified Business Analyst Professional (CBAP) or demonstrated experience and knowledge equivalent to the skills acquired through the completion of one of these programs.
• Experience in project and program management and planning, research, business planning, workflow and process mapping and design.
• Knowledge of the theory, principles and practices related to project, program and/or portfolio management, building design, and construction and maintenance, related to structural, architectural and engineering disciplines.
• Knowledge and ability to identify and develop performance indicators, to analyze data and evaluate trends, and recommend process improvement changes to enhance operational efficiencies and effectiveness.
• Knowledge of the Branch’s operations, programs and services.
• Knowledge of and demonstrated ability in corporate core competencies including Communication, Innovation, Teamwork and Collaboration, and Personal Ownership.
• Strong project management, presentation, problem solving and team leadership skills.
• Strong communication and conflict resolution skills required to influence decisions and present information to varied audiences.
• Effective public relations skills to build partnerships and collaborative relationships.
• Computer literacy utilizing MS Office software applications with proficiency in word processing, spreadsheet, database, presentation, project management, SharePoint and Computer Aided Facilities Management (CAFM) applications.
• Ability to evaluate and recommend modifications to Branch program and operational needs.
• Ability to participate in and coordinate cross-functional, multi-disciplinary teams producing innovative process designs using Continuous Quality Improvement methodologies.
• Ability to aid in the design, configuration and implementation of business transaction processes.
• Ability to work on multiple projects with overlapping deadlines.
• Ability to travel to off site locations in a timely and efficient manner, as required.
• Ability to work outside regular business hours, as required.