Program Coordinator

Job ID:                              COT-2023-08

Job Title:                          Program Coordinator

Division:                          Office of the Chief Information Security Officer

Reports To:                     Director Office of the CISO

Salary Range:                $78,234.00 to $98,571.00

Work Location:             55 John Street, Toronto

Job Type:                       Permanent Full Time

Shift Information:       Monday to Friday, 35 hours work week

JOB SUMMARY:
To coordinate and provide strategic support on projects/initiatives, research activities and issues management in the Office of the Chief Information Security Officer (CISO).

To develop administrative policies and procedures to support workload priorities for the division. 

To perform specialized functions requiring analysis, judgement and detailed knowledge of the corporation and procedures.
To collaborate with other segments of the organization to manage City-wide cyber initiatives.

MAJOR RESPONSIBILITIES:

• Coordinates issues and leads specific policy/projects/initiatives, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Provides direction and guidance to project teams. Coordinates, in working with Divisions and client staff, project activities, communication, administration, planning, correspondence, and monitoring.
• Provides senior level administrative support, advice and guidance to the Directors on key initiatives and policies. Anticipates and initiates appropriate action on incoming issues, recommends course of actions or solutions.
• Acts as central contact for the section, responding to inquiries from all Divisions, Agencies, Boards, Corporations, and Commissions. Ensures that the Directors are fully briefed on issues that require their attention, in a timely accurate and comprehensive manner.
• Deals with confidential and sensitive information affecting operations, assets, human resources, labour relations, litigations and budget. Prepares and processes confidential correspondence, reports, statistical statements, presentations and minutes. Maintains confidential records.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
• Coordinates daily administrative operation of the office by organizing workload priorities. Provides administrative direction to other divisions by effectively organizing and distributing information to the rest of the division whether it is a project, request for information or report requirements.
• Provides effective work direction, training and guidance to administrative support on divisional processes and procedures and acts as a resource to divisions’ staff.
• Co-ordinates the development and implementation of administrative standards and procedures for the division.
• Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes daily schedule around urgent requests from the Mayor’s office, City Councillors, Senior Leadership team and divisional staff.
• 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 division including newsletters, bulletins and flyers.
• Co-ordinates labour disruption plans.
• Co-ordinates and maintains a secure data and records management system.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and City Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, and protocols.
• Prepares research, investigation, review, reconciliation, control and co-ordination of various documentation, processes, statistical summaries and reports requiring considerable judgement.
• 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.
• Maintains effective working relations on a daily basis with the Mayor’s office staff, City Councillors and their staff, senior management and officials.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
• Prepares approval forms, briefing notes and staff reports for Committees and Council and attends appropriate meetings to provide information.
• Attends various meetings, events, hearings, and acts as the unit representative.
• Co-ordinates sensitive and confidential meetings and ensures documentation and follow up if necessary.
• Authorizes reimbursements for purchase of office supplies and equipment.
• Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

QUALIFICATIONS/CERTIFICATIONS:

• Post-secondary degree in Business or Technology or a related discipline.
• Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• Extensive experience preparing agendas, taking minutes at meetings and identifying items for follow up.
• Considerable experience in the preparation and drafting of correspondence, editing the layout and formatting of complex reports to Council, Committees and senior management.
• Experience working in a Cyber Security environment is an asset.
• Ability to identify needs, initiate, coordinate, and manage projects.
• Advanced skills in Microsoft Outlook, Excel, Word, PowerPoint presentation skills and internet navigation and research.

SKILLS:

• Ability to work in transformative programs
• Excellent leadership and organizational skills and the ability to work effectively with all level of stakeholders.
• Motivated self-starter demonstrating integrity, initiative and innovation qualities.
• Strong analytical skills and ability to prioritise and multitask.
• Excellent analytical and problem-solving skills to deal effectively with all levels of staff and the public.
• Excellent problem-solving skills with capability to identify solutions to unusual and complex problems.
• Excellent organizational and time management skills, including attention to detail and the ability to meet conflicting deadlines
• Ability to make quick decision.
• Strong business acumen with budgeting experience.
• Excellent understanding of audit and compliance standards.
• Experience with the audit process and performing risk-based audits.
• Ability to work with the broader IT organization and business management to align priorities and plans with key business objectives.
• Demonstrated capacity to lead under pressure, make decisions in ambiguous situations and drive cross functional collaboration in a short period of time.
• Demonstrated influence and persuasion skills, able to present to senior levels.
• Strong understanding of the business impact of security tools, technologies and policies.
• Ability to handle ambiguity and make decisions and recommendations with limited data
• Ability to prioritize and effectively manage competing priorities and projects.
• Ability to manage multiple initiatives while adhering to strict deadlines.
• Excellent communication and active listening skills with an aptitude for extracting and synthesizing complex information.
• Excellent written & verbal communication skills (comfortable & confident communicating at all levels including business partners, leadership and vendors.)
• Transferable skills, like communication and decision-making, are equally important.
• Being able to think on your feet and show good judgment are especially valuable in this field. “Security pros should always be ready to react to cyber-related incidents quickly.

ADDITIONAL COMMENTS/INFORMATION:

A normal work week is 35 hours, however, unforeseen situation may require extended hours of work with little or no prior notice. In case of a cyber incident or breach, rotation shift, continuous extended hours may be required with little or no prior notice.

*Subject to a police check, background check, psychological assessment and/or any other checks on a regular basis as the Office of the CISO handles highly sensitive and confidential information.

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.

ACCOMODATION

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.

If this role is of interest to you, please submit your resume to recruiting@ipss.ca