SENIOR PROJECT MANAGER PF&R

Responsibilities

Facilitates city-wide contract management for various services and products including but not limited to RFQ / RFP development, valuations of bids, recommend of vendor, contract monitoring, communication with vendor, renewals, and problem solving with staff.

Develops, prepares, and negotiates agreements with suppliers, contractors, other divisions, partner organizations, and user groups.

• Develops, reviews, and implements detailed business plans, strategies, growth, and positioning documents and recommends policies / procedures and guidelines regarding program specific requirements to ensure compliance with Council, corporate and divisional directives.
• Assesses current practices and improves procedures and protocols in collaboration with City divisions through comprehensive knowledge of the Municipal Code, Provincial Policies and Legislation.
• Provides leadership and direction to projects related to implementation and options, project risks and issues, resolves conflicts and mediates disagreements.

Supports the Manager, Partnership and Business Services and acts as the divisions contact in the Manager's and / or Director's absence as necessary, for the management of the general operations of the Partnership and Business Services Unit.

Manages, hires, motivates, and trains staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.

Schedules, assigns, and reviews work. Authorizes and controls vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments and recommends disciplinary action when necessary.

Supervises various unionized section staff in a project management context.

• Reviews, evaluates, and recommends the overall scheduling of assigned projects.
• Communicates any potential situations of media attention to the Manager / Director; makes recommendation on course of action and ensures the Manager and Director are apprised of issues impacting projects.
• Plans, organizes, administers, monitors, and coordinates various consulting assignments related to business strategies, including scope development, tendering, project management, report review and approval.
• Manages the scope, budget, legal agreements, and final review of various assignments related to strategic partnership development.
• Manages the end-to-end relationship with various strategic partners from business strategy, solicitation, negotiation, implementation, and contract administration.
• Prepares business case for new business ad partnership strategies including forecasting impacts on operating and capital budgets.
• Plans, prioritizes, and manages internal and external resources in a timely and cost-efficient manner to meet Council objectives for capital program delivery.
• Anticipates, analyzes, and identifies organizational and program delivery impacts of emerging issues and activities; recommends and coordinates innovative corporate solutions using sound professional judgement, conflict resolution and negotiation skills to successfully manage sensitive and controversial matters.
• Creates and manages interdivisional, interdisciplinary, and interagency teams and consultation processes to implement project delivery while addressing political, community, business, and other stakeholder interests.
• Develops appropriate partnerships with Agencies, Boards, Commissions, and private sector utilities to advance divisional priorities.
• Negotiates innovative solutions to complex business and service challenges involving multiple stakeholders to achieve the City's strategic objectives.

Develops project statements, detailed work plans, project charters, governance structure, schedules, budget and staff resource plans and training material to support the Project Management Framework for new processes and procedures to ensure a common methodology is applied to all projects.

• Engages and consults with internal and / or external stakeholder groups throughout the project lifecycle facilitating internal workgroup meetings to ensure opportunities for input.
• Provides ongoing tracking of projects and follows up on Council directives and ongoing corporate / divisional initiatives and coordinates strategies, positioning and communications documents and plans as required.
• Meets regularly with potential partners, contractors, external stakeholders, and staff in other divisions and agencies and conducts on-site inspections to ensure City's standards and legislative requirements are met in the delivery and / or protection of park and recreation services or assets.
• Supports the Manager Partnership and Business Services and Director, Client and Business Services at various committees and Council meetings.
• Represents the division / branch by providing leadership and technical expertise at project, community consultations, partnership and Committee meetings with Members of Council, service providers, various levels of government, outside agencies and community groups, environmental groups, and other stakeholders to support strategic divisional and corporate initiatives.
• Investigates, reviews, approves, and implements appropriate action(s) for satisfactory resolution related to issues that arise from deputations at Standing Committee(s) or Community Council(s), or through the planning and implementation of new agreements, including issues, complaints and / or general inquiries received from Members of Council and the public.

Ensures quality customer service by providing timely, cost effective and optimum delivery of services.

Develops briefing notes and reports for presentation relating to the delivery of the programme, and associated issues to senior management, standing committees, partners, and Council for strategic decision making;

prepares and submits correspondence to the Manager, Director, General Manager, various Council Committees and Board of Management.

• Ensures that the Director of Client and Business Services is prepared with the required briefings and presentation materials relating to the delivery of the projects.
• Manages scope of project to ensure it remains within approved budget and timeframes. Monitors progress to reduce risks and initiates timely corrective action when required.
• Oversees the review of business processes regarding transformation, coordinates between IT, Finance and other division-wide performance initiatives regarding process design and process improvement.
• Establishes program goals and objectives, develops project control procedures and quality assurance measures and mechanisms for the project.

Develops and implements approaches to measure and report performance for services provided, including the development of KPIs.

• Participates in the design, implementation, and utilization of performance measures for the branch.
• Research industry standards and development to ensure use of best practices and that legislative requirements are met.
• Responds to emergency and priority situations by anticipating problems, making decisions, deploying appropriate financial and human resources;

provides senior level operational support to the Manager, Director and General Manager and coordinates branch operations support issues including labour disruption, weather related emergency response, the smog and heat alert protocols and other divisional operational issues.

Provides research and analysis assistance for the Manager and feasible options for recommendation on the delivery of services and provides reports for senior management, Council, staff, and members of the public.

Reviews, directs, and responds to correspondence.

Develops, recommends, and administers the annual budget for the unit, and ensures that the unit's expenditures are controlled and maintained within approved budget limitations.

Ensures that asset management, financial planning, control, performance measurement and reporting are in compliance with Corporate and legislative requirements and supports the Division's goals and objectives.

• Acts as signing authority for payroll, purchasing (RPGS, GR, and CRO), project management and design / construction.
• Ensures the quality of work and service meets corporate and divisional standards and employees are trained to perform work in compliance with legislative regulations.
• Manages assigned projects providing focused and proactive strategic direction.
• Cultivates effective working relations with stakeholders. Collaborates and integrates efforts with other city-wide projects and initiatives.
• Provides support for on-going strategic planning and development of city-wide service direction, functional standards, policies, and procedures, in consultation with other City divisions, government agencies and community stakeholders.
• Acts as the Division Lead, including but not limited to grant applications, new business planning and reporting as it relates to revenue.
• Monitors scheduling, assigning, and reviewing of work and evaluates staff performance, approves salary increments and recommends disciplinary action when necessary.

Authorizes and controls vacation and overtime requests.

• Communicates information to staff such as policy changes, notification of events, etc.
• Works collaboratively and in conjunction with the Corporate Employee Relations team when providing advice on collective agreements and in administering Collective Agreement matters.

Provides guidance and advice regarding Corporate and Divisional policies and procedures and legislative regulations to all levels of staff and ensures consistent and timely implementation and adherence throughout the division.

• Investigates, documents, prepares, and collects information and recommends staff disciplinary action when necessary. Testifies / reports to mediations, arbitrations, and lawsuits.
• Liaises with WSIB Consultants to manage workplace injuries, costs and return to work, and ensures regular meetings of Ministry approved health and safety committees.
• Ensures compliance with and a thorough understanding of the Collective Agreements; Provincial Collective Agreements; and corporate and divisional policies, procedures and guidelines, and City by-laws.

Acts as a resource person for public inquiry on program activities. Creates, develops, and approves brochures, manuals, web content.

Key Qualifications :

• A post-secondary education in Business Administration or an equivalent combination of education and experience.
• Experience in developing business plans and conducting financial analysis to inform and set strategic direction for business related files.
• Experience in managing complex multi-stakeholder projects from inception through to implementation. Ability to lead project teams, including external consultants.
• Significant experience in leading, motivating, directing, and managing a diverse workforce in a fast paced politically sensitive, customer service-oriented environment.
• Significant management experience gained through progressively more responsible positions that include the functions and administration of program management, planning, policy and standards development and service delivery.
• Highly developed human relations, communication, negotiation, analytical and conflict resolution skills.
• Ability to operate as a fully accountable program leader and as a member of a management team and self-directed work teams.
• Ability to establish and achieve short- and long-term goals, including the ability to work within ambitious timelines and budgets.
• You foster an organizational culture that emphasizes innovation, collaboration, transparency, accountability, and trust while promoting a strong code of ethics and integrity to support public service excellence
• Excellent writing and communication skills, including the ability to prepare detailed reports and presentations.
• Knowledge of the Occupational Health and Safety Act and Regulations, the Collective Agreements and related Labour Legislation, corporate standards, policies, and practices.
30+ days ago