Job ID: 55476
Job Category: Project Management
Division & Section: Toronto Emergency Management, Toronto Emerg Mgmt Special Projects
Work Location: 703 Don Mills Road
Job Type & Duration: Full-time, Temporary (16 months, approximately)
Salary: $86,716.00 - $112,255.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1 
Posting Period: 09-Jun-2025 to 23-Jun-2025

Ready to take your career to the next level? Toronto Emergency Management (TEM) wants you on our team! We’re seeking an action-driven professional ready to take a critical role in event coordination. As a Project Coordinator, you’ll be at the heart of the City’s emergency management program—helping to prevent, mitigate, prepare for, respond to, and recover from incidents. You’ll work closely with City divisions, public agencies, NGOs, and private sector partners to keep Toronto safe. Plus, you’ll play a key role in major event emergency planning, including preparations for the FIFA World Cup 2026.

Job Summary

To provide coordination and strategic support on a range of divisional projects, initiatives, and issues, and to support the strategic goals and objectives of the Toronto Emergency Management Division.

The successful candidate will have a primary role with the implementation of Emergency Management projects, processes and structures. The candidate will support as an independent contributor or in cooperation with stakeholders and partners required for planning and operations of the FIFA World Cup 2026 games from an emergency management perspective.

Major Responsibilities

• Provides reccomendations to divisional management to enhance service delivery relating to the FIFA World Cup 2026 by supporting core management functions and identifiying opportunities for service optimization, business process simplification, alternative service deliverly models, staffing adjustments, restructuring, and resource allocation. 
• Identifies priorities and develops appropriate responses within the Division on issues related to FIFA World Cup 2026.
• Participates on Incident Management Teams as needed to support Emegency Operations Centre activations.
• Creates and manages project information including staus dashboards to internal and external partners and leadership.
• Supports the development and management of a common operating picture for FIFA World Cup 2026 within a geospacial environment. 
• Recommends and implements detailed plans, policies and procedures regarding program specific requirements.
• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Deals with confidential matters on event specific operations.
• Leads and coordinates the divisional response for corporate special projects/programs assigned by the Manager in support of the Director as needed.
• Recommends and implements security practices, privacy and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of records.
• Develops and coordinates the records management storage and file plan for the Division / Unit.
• Liaises with divisional budget, accounting and administrative staff.
• Represents the division on Departmental and Corporate workgroup and committees.
• Monitors changes to corporate policies and procedures and determines impact on divisional operations.
• Coordinates and maintains ongoing tracking and follow up on Service Area directives.
• Prepares regular reports with trend analysis to Divisional Management Team on issues pertinent to the unit.
• Coordinates completion of divisional work plans with divisional staff.
• Prepares documents for Divisional Management by conducting research, analysis and scrutiny of all applicable materials.
• Attends meetings on behalf of the Manager, when requested.
• Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
• Communicates regularly with all operating areas of the division to assist with issues affecting the division, informs Manager and provides support to the Director on issues that require divisional coordination and policy rollout.
• Researches and reports on a range of new projects and initiatives as they arise.
• Develop reports for Council and Briefing Notes for Senior Leadership Team.
• Prepares formal contractual documents such as Request for Information/Proposal/Quotation (RFI/P/Q) and oversees professional services contract(s) to deliver community consultation, focus group, and market research goals within FIFA/Host City Agreements and City objectives.
• Maintains partnerships with various City Services including Police, Fire, Paramedics, TTC, and other City divisions and agencies as needed relating to project goals and objectives.
• Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Acts as a resource person for inquiries about the City's games/events structures, responsibilities and activities.
• Assists the Manager and Director with end-to-end project planning, coordination, implementation, administration and evaluation of short and long-term corporate initiatives related to the games/events.
• Updates documentation regularly to support the operations of the Division,
• Monitors corporate and divisional games/event activities against objectives, timelines and milestones to support planning and operations.

Key Qualifications

1. Post-secondary education in emergency management, business administration, project management, public administration, public safety, special event management, or a related field, or an equivalent combination of education and experience. Emergency management education and/or a PMP designation will be considered an asset.
2. Experience with project coordination including developing and managing project plans, timelines, and deliverables (e.g. statements of work, project charters, timeline development, RACI matrix, scoping criteria, etc.). Ability to work within integrated teams, manage competing priorities, tracking progress, and communicate results in fast-paced, deadline-driven environment.
3. Experience supporting large-scale events. An understanding of the unique safety and security planning elements, operational, and logistical challenges associated with high-profile events in a complex urban environment.  Experience with coordinating sporting events is considered an asset.
4. Practical experience interpreting and communicating geospatial data for planning and operational decision-making, mapping, spatial analysis, common operating picture development for situational awareness. Experience using geospatial platforms such as ESRI ArcGIS (or similar) would be considered a strong asset. 
5. An understanding of emergency management legislation, principles, systems, and frameworks. Familiarity with emergency operations centers, incident management systems, and coordination with public safety agencies would be considered an asset.
6. Considerable experience working with word processing, spreadsheet, presentation applications including project management solutions.
7. Excellent verbal and written communication skills, with the ability to present complex information clearly and confidently to a range of audiences including clients, staff, agencies, senior management and government official/politicians.
8. Considerable experience with issues management and in the resolution of contentious issues that require superior analytical, conflict resolution, interpersonal and problem-solving skills.
9. Strong interpersonal skills and a team-oriented mindset.
10. Ability to exercise independent judgment and discretion in handling matters of confidential, proprietary or sensitive nature.
11. Superior customer service skillset and the ability to effectively manager stakeholder relationships.
12. Ability to work in a highly demanding and fast paced work environment.
13. Familiarity with government legislation pertaining to occupational health and safety and other relevant government legislation including the Emergency Management and Civil Protection Act, Municipal Freedom of Information Act and the Accessibility for Ontarians with Disabilities Act.

Information Session

If you are interested in learning more about the Project Coordinator role within Toronto Emergency Management, you can participate in a virtual MS Teams information session on June 18, 2025 from 6:30pm – 7:30pm. You will have the opportunity to ask questions related to the position, working for the City of Toronto's Toronto Emergency Management division as well as the City's application process.

Please register to participate in the information session using this link: Information Session Link - PROJECT COORDINATOR FIFA WORLD CUP 2026 - 55476

Your name and email are required for registration, but they will remain private during the session.

A Qualified List of candidates will be established for the Project Coordinator position in the Toronto Emergency Management Division and will be in effect for 2 years from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.

Notes:

• Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.
• If selected for a temporary position, employee's placement is conditional on the approval of his/her executive director/general manager or designate
• Temporary and fixed-term part-time non-union employees will be reassigned to this position
• In accordance with the City's Acting Assignment policy, if the posted non-union temporary position becomes permanent, it may not be reposted