Program Coordinator

As a Program Coordinator, Technology Services within the Office of the Chief Technology Officer (CTO), you will support the delivery of innovative business solutions and dependable technology infrastructure that enable City programs and services.

The Office of the CTO currently has two (2) temporary Program Coordinator openings (12 months and 24 months) , with additional context on the program focus for each role outlined below.

Reporting to the Manager, Office of the Chief Technology Officer, you will be responsible for overseeing cross-divisional initiatives, coordinating high-impact programs, and serving as a key liaison between leadership, project teams, and stakeholders. You will provide coordination and administrative support to strategic initiatives led by the Office of the CTO.

• Program Coordinator, Technology Services – Committee & Council (Temporary – 24 months)

As a Coordinator in Technology Services, you will play a key role in organizing and overseeing a portfolio of initiatives that ensure the division remains structured, efficient, and delivers business operations on time. You’ll play a key role in supporting high-impact programs such as :

• Divisional administration and business operations
• Committee and council initiatives

You will contribute to the effective functioning of the division by providing operational oversight and facilitating cross-team coordination. Your role will involve driving clarity around deliverables, streamlining processes, and supporting informed decision-making through well-organized documentation and reporting.

Responsibilities specific to this role include :

• Coordinate divisional administrative functions and operational processes to support smooth day‑to‑day activities and timely service delivery.
• Serve as a central point of coordination for program logistics, ensuring alignment between business operations, cross‑functional initiatives, and executive priorities.
• Support the preparation of tailored materials for executive updates and divisional reporting, including Council and Committee‑related initiatives.
• Collaborate with internal stakeholders to facilitate onboarding, consultation sessions, and program‑specific communications that enhance internal engagement.
• Program Coordinator, Technology Services – Engagement (Temporary – 12 Months)

As a Program Coordinator you will provide high‑quality administrative, logistical, and coordination support to both the day‑to‑day operations of Technology Services and the effective delivery of division‑wide engagement initiatives. This includes contributing to programs that promote a positive and inclusive workplace culture, such as :

• Employee Engagement and Recognition
• Diversity and Inclusion Initiatives

Responsibilities specific to this role include :

• Coordinate and support divisional engagement initiatives by assisting with planning, logistics, scheduling, budget tracking, and the delivery of employee engagement and inclusion activities and events.
• Act as a key liaison for internal and external stakeholders by coordinating consultation activities, responding to inquiries, escalating issues as needed, and representing Technology Services at meetings, workshops, and divisional events.
• Manage documentation by preparing reports, presentations, and communication materials; compiling and analyzing data to support performance tracking, reporting, and continuous improvement.

What else will you do?

In addition to the role‑specific responsibilities outlined above, the following responsibilities apply to both Program Coordinator positions within the Office of the Chief Technology Officer :

• Support the implementation of detailed plans and procedures for assigned programs and initiatives.
• Track progress against timelines, milestones, and deliverables to support timely execution and reporting.
• Monitor and track program budgets and expenditures, ensuring documentation is accurate and expenditures remain within approved limits.
• Provide administrative and logistical support, including scheduling meetings, coordinating logistics, maintaining documentation, and tracking actions and follow‑ups.
• Prepare and analyze documentation, reports, briefing materials, presentations, and summaries to support program delivery, evaluation, and continuous improvement.
• Compile data and information to support reporting, decision‑making, and performance tracking.
• Providing guidance and support to administrative staff and contributing to the maintenance of centralized divisional resources such as SharePoint sites and dashboards.
• Act as a point of contact for internal and external stakeholders, responding to inquiries in a timely and professional manner and escalating issues as required.
• Delivering customer service support, resolving issues and helping to diffuse contentious situations with professionalism.
• Utilize corporate systems and desktop applications to manage data, documents, and communications effectively, in accordance with corporate information management practices.
• Attend meetings, workshops, and events as a representative of Technology Services, ensuring appropriate follow‑up, documentation, and communication.
• Handling confidential and sensitive information related to program operations, procurement, staffing, and reporting in accordance with corporate standards and applicable legislation.

Key Qualifications

The following qualifications apply to both Program Coordinator positions :

• Post‑secondary education in Business, Communications, Public Policy, Human Resources, or a related discipline, or an equivalent combination of education and experience in program coordination or service delivery.
• Considerable experience supporting and coordinating programs and projects in a large organization or multi‑stakeholder environment, including a range of operational, administrative, and strategic initiatives.
• Considerable experience writing and proofreading reports, briefing materials and communications for a variety of audiences, including senior management, elected officials, and the public. Ability to support the development of Council reports and ensure alignment with municipal processes and priorities.
• Considerable experience supporting reporting and stakeholder engagement activities, including preparing meeting materials, presentations, briefings, and correspondence for internal teams, external partners, and Council
• Experience conducting research, compiling data, and supporting policy or program analysis and evaluation to inform decision‑making and continuous improvement.
• Knowledge of municipal government operations, approval processes, political structure, and relevant legislation, including the Occupational Health and Safety Act, the Municipal Freedom of Information and Protection of Privacy Act, and the Human Rights Act, as well as familiarity with the City’s procurement and purchasing procedures, information management practices, and cybersecurity considerations.
• Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast‑paced environment.
• Excellent interpersonal and collaboration skills, with the ability to work effectively across teams, divisions, and with external stakeholders.
• Demonstrated professionalism and discretion in handling confidential and sensitive information, supporting issues management, and ensuring continuity of operations in accordance with corporate standards and applicable legislation
• Proficiency in Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and other collaboration platforms to support documentation, reporting, and coordination activities.
• Ability to work independently and proactively, with a high degree of initiative and adaptability to support evolving program needs and priorities.
• Must be willing and able to travel to various work locations within the City of Toronto and the Greater Toronto Area, and to transport work‑related materials or equipment as required.
• Ability to work weekdays, weekends and evenings and to report to various work locations in a timely manner

Applicants should identify their preferred Program Coordinator focus on their application.

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.

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