Divisional Coordinator (Program Development)

The Role

Key Responsibilities

• In this role, you will:
• Coordinate the completion of monthly divisional reporting and quarterly reports for approval and input by divisional managers and Senior Director, including following up with staff on assigned work, reporting variances to appropriate manager, and informing managers and the Senior Director when files are ready for review and approval
• Use predetermined criteria to manage and maintain the assignment process and procedure of work requests, such as policy interpretation, information request and issues alerts/escalations
• Create and develop written material and reports for approval from senior staff and the Manager, Program Design and Policy
• Provide backup support and act as secretariat to executive management committees and other agencies as required
• Maintain and manage the appointment calendar for the Senior Director, scheduling meetings with internal staff, government officials, external stakeholders and partners as required
• Provide daily briefing and materials to the Senior Director for the schedule of meetings and activities and prioritize requests and issues, rescheduling to accommodate urgent issues and following up on issues as required
• Maintain a system of information management (coordination, approval, filing and retrieval) to support the confidential and sensitive nature of information for the Senior Director’s office, in line with relevant directives, agreements and legislation
• Monitor and identify issues that arise in key assigned processes, such as backlogs, unplanned volumes, staff variances, and refer issues to appropriate Program Development manager or Senior Director
• Enhance organizational effectiveness through problem identification, action plan implementation and recommendations to the Manager, Program Design and Policy and Senior Director