Coordinator, Administration, Strategic Communications, Tourism & Events

Job Description JOB TITLE: Coordinator, Administration, Strategic Communications, Tourism & Events DEPARTMENT: Corporate Support Services POSTING NUMBER: 106079 NUMBER OF POSITIONS: 1 JOB STATUS & DURATION: Full Time Permanent HOURS OF WORK: 35 hour workweek LOCATION: Hybrid Model*– when working onsite, you will report to the location of City Hall. SALARY GRADE: 4 HIRING SALARY RANGE: $76,866.00 - $86,474.00 per annum MAXIMUM OF SALARY RANGE: $96,082.00 per annum JOB TYPE: Management and Administration POSTING DATE: April 30, 2024 CLOSING DATE: May 13, 2024 Area Of Responsibility This position is responsible to provide senior administrative and communication support and confidential services to maintain efficient operations of the Strategic Communications, Tourism and Events division. Exercise judgement to resolve matters which may be political and sensitive in nature. Liaise with management to ensure compliance with corporate, legislative and operational service standards and policies. Typically works under limited direction. Coordinates and manages specific projects and functional responsibilities. Job Duties INFORMATION MANAGEMENT

• Conducts research and analysis, including benchmarking and best practices along with stakeholder engagement and consultation activities to support the goals and objectives of the Strategic Communications, Tourism and Events divisions.
• Leads projects and policy development, maintenance and service standards that support corporate delivery of Communications and Events.
• Provides support in the development and introduction of change as well as reviewing, evaluating and recommending options on changes to policies and processes.
• Evaluate and monitor through various outcome measures the Division’s progress in achieving Strategic Plan objectives, and support Director in the delivery of divisional strategy, while ensuring project expenditures are maintained within approved budget limitations.
• Using excellent communication and organizational skills, will develop Council reports, research existing and new tools, resources and methodologies to identify new diversity initiatives.
• Support the management of the planning, progress and completion of Strategic Communication, Events and Tourism projects, including budget planning and adherence to corporate policies
• Use interpersonal strengths to establish networks and build strong relationships internally and externally with external agencies, community groups, educational institutions, and leaders on diversity and inclusion priorities.
• Represent the Strategic Communication, Tourism and Events office among administrative and coordination teams at corporate, intergovernmental, multi-sectoral and public meetings, to develop stakeholder engagement activities and communication strategies that highlight the City’s corporate directions, strategy and implementation.
• Assist in preparation of the procurement process to select and hire external vendors for the division.

PROGRAM ADMINISTRATION

• Provides organizes and proactive administration for specific Strategic Communications programs and events, including correspondence, research, documentation, and logistical support.
• Maintains the Contact Management System for design and production requests, answering queries and generally assisting with the smooth and effective operation of Strategic Communications Programs and policies.
• Administration of Corporate Business Cards, Letterhead Collateral Program, presentation folders and Ward Maps.
• Administers mobile accounts for staff, including issue resolution regarding damaged and/or refresh of mobile equipment.
• Monitors, trouble-shoots and prioritizes requests for division regarding requests with Interior Design services including issuing work orders.
• Floor coordinator for IDS.
• Monitors, trouble shoots and prioritize divisional requests for workstation assets/equipment (computers).

COMMUNICATION SUPPORT

• Conducts research (i.e. web based) on topics as required.
• Acts as Divisional liaison when dealing with Councillors and Department Heads.
• Manages Director’s email and other correspondence, as appropriate. Assists in identifying and resolving potential issues that have political implications including informing Councillors’ offices of process, policy and procedures.
• Assists Director and other members of division in reviewing priorities and following up on comments/requests.
• Provide policy and procedure advice and guidance to management team and staff. This is done through a combination of skill/knowledge of the area and contact with experts in other departments, as needed. This includes disseminating information (e.g. new policies and procedures, reporting requirements, general information) throughout the department, ensuring implementation of changes, and following up as required.
• Coordinates the preparation and updating of the Standard Operating Procedures (SOPs) to support and respond to questions with internal staff.
• Research, prepare or assist with preparation of divisional reports.
• Responsible for upload of reports to Agenda.net meeting/agenda system for divisions Council reports.
• Advise and follow up with Management team concerning reporting requirements, processes and deadlines to be adhered to.
• Provide documentation support for disciplinary, grievance and performance matters.
• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
• Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
• Coordinate objectives by building relationships and cross-functional departments, management and stakeholders.
• Provides internal and external customer service by processing and responding to a variety of inquiries and service requests while adhering to corporate practices and standards.

CORPORATE CONTRIBUTION

• Conduct research and analysis using internal and external resources to gain insight of market trends, current programs, processes, policies and practices to support management and recommend ways to improve business processes, service solutions and best practices.
• Maintain knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).

SCHEDULING AND LOGISTICAL SUPPORT

• Manages requests for public attendance and minimizes scheduling conflicts for Director and management team.
• Ensures daily itinerary is current, discusses priorities and maintains calendar and weekly schedule.
• Organizes and maintains department filing systems and adjusts work plan to meet unscheduled events.
• Coordinates all divisional staff and management meetings including distribution of agendas and meeting minutes.
• Reminds Director and other staff of impending deadlines and assignments, and provides status updates.
• Ensures Council recommendations are adhered to. Arranges business travel including conference registration, accommodation and cash advances.
• Coordinates meetings, events and schedules, and participates in major event plans for Strategic Communications’ purposes.
• Ensures all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed.
• Coordinate requirements for access for new employees and monitor job data for adjustments, merit increases, and all employee data changes.

BUDGET SUPPORT

• Processes invoices and maintains unit records related to overall budget administration.
• Monitors current financial reporting accounts for the Division and presents trends, issues and status of funds on a monthly basis.
• Assists in budget information compilation of data for forecasting and co-ordination between sections within the Division.
• Maintains records related to budget administration.
• Reviews divisional activities against plan and budget and report on discrepancies, gaps and changes.
• Provide full divisional budget and expenditure management responsibilities, including budget and expenditure forecasting, expenditure justification and purchase order management and requisitions
• Administers corporate purchasing card.
• Performs highly independent, specialized operational and administrative tasks, including preparation, research, investigation, review, reconciliation, control and coordination of various documentation, processes, office equipment, systems and supplies.
• Supports HR process for staff management.
• Administers employee vacation planner and absence tracker, timesheet coordination, inputs bi-weekly union and non-union payroll entries, makes adjustments, obtains approvals, files, processes merit increases, responds to inquiries.
• Acts as a reference point for City policies and procedures. May assist Managers in meetings of confidential and sensitive information impacting staff.
• Liaise with HR and Management team regarding recruiting requisitions and onboarding of new employees.

PROVIDE DAILY STAFF SUPERVISION

• Instruct, supervise, and readily available to answer staff questions, provide on-the-job training and clear instructions to divisional Clerks.
• Coordinates administrative support functions and provides ongoing review, recommendations and information handling to meet corporate service standards.
• Ensures sufficient resources and adequate staffing levels are maintained to meet workload demands including recruitment of contract admin/clerical staff where required.
• Participate in union/management meetings when required.
• Develop and oversee staff training for procedures or equipment specific Strategic Communications, Tourism and Events.
• Monitor staff performance and participate in staff discipline and conduct investigations as needed.
• Provide divisional point of contact for various general administration functions.
• Provides performance feedback and manages disciplinary measures including review of quarterly AMP (Attendance Management Reports) and issuance of any required letters.

SELECTION CRITERIA Education

• Post-secondary degree or diploma in Business/Office Administration, Communications, Journalism or Public Relations or a similar and related program or equivalent experience

Experience

• Minimum 3 years providing administrative support to a senior leader, preferably in public sector or Public Relations/Communications industry.
• Advanced user of office software packages, including Microsoft Office Suite (Word, Excel, Access, PowerPoint), etc.
• Knowledge of PeopleSoft Financial and HRMS, and Agenda.net an asset.
• Ability to develop financial reports and complete analyses.
• Excellent communication skills, written and oral, in English language.
• Event planning and diplomatic functions experience an asset.
• Knowledge of municipal operations, including departmental and Council proceedings, considered an asset.
• Experience recruiting and supervising full-time and part time staff.
• Ability to lead in a team environment that is unionized.
• Solid customer service and people management skills.
• Ability to interface with internal and external stakeholders to meet corporate service standards.
• Supervisory experience is an asset.
• Various tests and/or exams may be administered as part of the selection criteria.

Interview: Our recruitment process may be completed with video conference technology. As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change. If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #106079 by May 13, 2024 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted. As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use. Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition. If you would like to request content in an alternate format, please contact the Accessibility office by submitting a new Alternate Format Request.