Job Posting 83309

Coordinator, Managing Director’s Office - GMF
Federation of Canadian Municipalities
Work From Home - Alberta, British Columbia, Ontario, Quebec, Saskatchewan, Manitoba, New ...
Remote/Hybrid (within Canada)
closed 7 days ago (Mon, 16 May)
full time

The Federation of Canadian Municipalities (FCM) has been the national voice of municipal government since 1901. FCM is dedicated to improving the quality of life in all communities by promoting strong, effective, and accountable municipal government. FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. We have a commitment and passion for strengthening Canada by achieving results for our communities, our cities, and our workplace, and by sharing our knowledge and experience on the world stage, so that others may improve the quality of life in their communities.

The cornerstone FCM Program is the Green Municipal Fund™ (GMF), a $1 billion permanent endowment from the Government of Canada. GMF helps local governments switch to sustainable practices faster. Our unique mix of funding, resources and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians.  As a leading catalyst for innovation, GMF offers funding (loans and grants) and knowledge for sustainable municipal initiatives designed to support communities to improve air, water, soil quality, and to protect the climate. Through GMF, municipalities have built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

Major Purpose:

Reporting to the Strategic Management Partner, the Coordinator, Managing Director’s Office (MDO) provides coordination support to the Managing Director’s Office and the Director, Low Carbon Cities Canada (LC3) and the Municipal Asset Management Program (MAMP). Key responsibilities include (approximately 3.5 days/week or 75%) coordinating MDO meetings, implementing plans and activities to improve the Managing Director’s Office’s communications and operations, coordinating services to support internal operations, as well as helping with communications, event, and materials production to support the Managing Director’s Office. The balance of the week (approximately 1.5 days/week or 25%) is spent providing similar support services to the Director, LC3 and MAMP and the LC3 National Office (NO).

Key Responsibilities:

  • Works as a collaborative member of the GMF Managing Director’s Office (MDO) and the LC3 & MAMP National Office (NO) by:
    • Ensuring efficient team operations.
    • Acting as the first point of contact for day-to-day issues within the department, seeking resolution or escalation as required. Responding to straightforward requests as appropriate, redirecting requests when necessary and drafting responses as appropriate.
    • Ensuring an effective system to bring forward documents and correspondence for a reply, agenda items for meetings, reports for comment and distribution.
    • As necessary/requested, preparing, reviewing and/or providing feedback on correspondence and documents.
    • Coordinating procurement processes, prepares and tracks contracts throughout contract delivery, ensuring invoices are prepared and processed on time.
    • Ensuring the timely flow of information relating to the MD’s portfolio; reviewing reports and disseminating information to stakeholders and the MDO.
    • Coordinating and project managing initiatives as directed by the Strategic Management Partner.
    • Understanding the operational and strategic needs of the MDO and providing solutions to the Strategic Management Partner for effectively and efficiently meeting those needs.
    • Initiating, embracing and facilitating process improvements and proactively assisting in translating change.
  • Delivers, maintains, and stores files containing sensitive and confidential material, ensuring proper disposal of documents by following the FCM records management retention policy.
  • Compiles and analyses financial data for budget accounts. Processes and monitors financial items and ensures financial guidelines and any contract terms are respected.
  • Coordinates meetings and events with direction from and to support the Strategic Management Partner and the Director, LC3 & MAMP. This may include coordination of agenda topics and speakers/presenters, minute-taking, tracking action items, preparing documents, maintaining rolling agendas, etc.
  • Coordinates all travel, meeting and conference logistics for LC3 staff. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.
  • Ensures departmental compliance with FCM operational policies and procedures (e.g., travel, finance, people & culture) and brings variances to the attention of the Strategic Management Partner with proposed solutions.
  • Leads the GMF Administrative Team by chairing and coordinating the GMF Administrative meetings. This includes coordinating office supply ordering; providing support and advice; coordinating trainings; reviewing administrative policies and procedures; and providing back up support, as required.
  • Coordinates/provides centralized logistics for the department, as required (e.g., GMF staff attendance at the FCM Annual Conference).
  • Provides back-up support to the Strategic Management Partner as required.
  • Coordinates set-up and orientation (onboarding) for new staff in the MDO. Participates in the recruitment, selection, and orientation/onboarding process of GMF staff as appropriate.
  • May be called upon to undertake initiatives, projects or other administrative duties as needed.

Knowledge and Experience:

  • Post-secondary education in business administration, project management or a related discipline, or equivalent education and work experience.
  • Minimum of 5 years of experience providing progressively responsible experience in administrative services, project management and/or coordinating program activities
  • Experience dealing with senior executives and high-level stakeholders.
  • Ability to maintain a consistent professional manner with both internal and external stakeholders and to always maintain confidentiality.
  • Knowledge of business support processes, tools and administrative management practices and procedures.
  • Proficient in Windows OS and MS Office suite programs with advanced knowledge of MS Excel and Power BI considered a strong asset.
  • Knowledge of OneNote, Adobe PDF, Asana, SharePoint, Zoom and MS Teams is considered an asset. 
  • Experience monitoring expenditures and/or budget tracking.
  • Excellent organizational skills as well as ability to carry out multiple tasks simultaneously and set priorities in a fast-paced environment with conflicting priorities and tight deadlines.
  • Strong communication skills and ability to work independently as well as build relationships across the organization.
  • Anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
  • Work collaboratively with the other members of the team to reach common goals while maintaining a growth mindset.
  • Strong attention to detail and accuracy.
  • Ability to work independently with limited oversight and guidance.
  • Experience providing guidance to other employees.

Language:

  • The ability to communicate and work in both official languages (written and spoken fluency in both English and French) is an asset. Exceptional English writing skills considered a strong asset.

The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live in and be authorized to work in Canada. They are also required to be able to work from home/remotely, from within Canada.  All in-office work and in-person meetings for work that take place inside and/or outside of the offices located in Ottawa will be subject to FCM’s Safe Workplace Vaccination Policy, as well as its health and safety procedures.

It is a mandatory condition of employment at FCM that the successful candidate be fully vaccinated against COVID-19 with vaccines that have been approved by the Government of Canada at least 14 days prior to their start date and will be required to provide proof.  If accommodation is required in relation to this condition of employment for any reason pursuant to the Ontario Human Rights Code, please contact us at directly. 

For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca

Visit the careers section of our website to apply. Deadline for applications May 16, 2022.

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept for six months following the completion of the hiring process

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