PROJECT COORDINATOR (Recruitment & Hiring) ELECTION SERVICES

Responsibilities

Contributes to the development of the recruitment plan, identifying improvements and opportunities for modernization and innovation.

Implements detailed plans and recommends policies regarding program specific requirements to the Project Manager, and the project team(s), including the overall scheduling of projects and reports on the status of all subprojects.

Identifies risks, gaps, conflicts, and overlaps. Follows proper escalation protocol to reach a resolution.

Assists in the hiring, training, and orientation of recruitment support staff.

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 at work sites across the city including the scheduling, assigning, and reviewing of work.

Coordinates and schedules vacation and overtime requests. Monitors and evaluates staff performance, hears grievances, and recommends disciplinary action when necessary.

Facilitates and implements all aspects of the recruitment process and delivery of programs; including program administration, system setup, securing of facility space, scheduling, interviewing, hiring, training and timely / accurate pay processing for event staff.

Recruits, hires, and ensures assignment of applicants to election event positions based on job requirements and or management approval, ensuring decisions are objective and impartial.

Facilitates virtual and in-person interviews for election event work applicants.

Develops proficiency with election related software and provides detailed instruction to incoming staff.

Maintains records and databases with high attention to detail ensuring accuracy of information.

Ensures an excellent customer service standard in responding to recruitment-related inquiries and requests, while maintaining confidentiality in all interactions with internal / external stakeholders.

Prepares presentations, reports, and communications materials for project team(s), management, and internal and external stakeholders.

Develops templates for project deliverables for stakeholder use, evaluates their effectiveness, and makes modifications to ensure ease of use and quality of work outputs.

Provides support to the Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee Council and senior City officials.

Provides input into and administers assigned budget, ensuring expenditures are controlled and maintained within approved budget limitations.

Identifies and advises the Project Manager 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 City's TPS By-law, Accommodation Policy, Municipal Elections Act, 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, Election Services, in their absence. Works evenings, statutory holidays and weekends as required.

Key Qualifications :

Your application must describe your qualifications as they relate to :

Considerable experience in project coordination and project or event management including implementing multiple projects with conflicting deadlines, analyzing, and evaluating projects, monitoring and tracking progress, and communication to stakeholders and senior management.

Experience and knowledge of the recruitment process, including screening, interviewing, evaluating, training, scheduling, coaching, supervising, and monitoring staff performance in a fast-paced environment.

Considerable experience working collaboratively in a diverse team environment to ensure successful delivery of all integrated projects.

Considerable experience in customer service and working with a variety of stakeholders, with strong interpersonal skills in conflict resolution and exercising discretion and good judgement with confidential information.

Ability to learn new technology and databases quickly and experience with a variety of software packages including MS Office (i.

e. Word, Excel, and PowerPoint).

Post-secondary education in a discipline pertinent to the job function (Human Resources, Political Science, Communications, etc.

or an approved equivalent of education and experience is an asset.

Highly developed analytical, organizational, and time management skills including attention to detail, ability to set priorities, ability to meet deadlines and deal with conflicting priorities.

Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as, Municipal Elections Act, 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 Codes.

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 municipal government and the independent role of the City Clerk in conducting elections.

Access to a vehicle during the recruitment period to travel between sites is an asset.

Ability to work long hours during peak periods including evenings, statutory holidays and weekends as required.