Our team is highly skilled, passionate about our community, and we care. Let’s grow together.

Temporary Organizational Effectiveness Coordinator

(Anticipated for a period of up to 17 months)

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.

The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to more than 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.

The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position.

We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.

Let’s grow together.

What You Will Get To Do

The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials.

By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

The Organizational Effectiveness Coordinator is responsible for providing executive level support to the Head of Organizational Effectiveness and administrative, coordination, and analytical support to the Organizational Effectiveness Department and Human Resources divisions. Using independent judgment, critical thinking and discretion, this position performs a wide variety of administrative, project management, talent management, and broad human resource tasks.

• Manage the Head of Organizational Effectiveness' Outlook calendar, using independent judgement in organizing and prioritizing day-to-day meetings and events;
• Support the Head of Organizational Effectiveness in scheduling, managing and maintain minutes as well as actions for OE Coalition meetings, status meetings and support the coordination of cross-departmental projects;
• Monitor Human Resources operating budget monthly and run GL reports using corporate accounting software, completes annual budget preparation;
• Assist the with the development of policies, reports, templates, correspondence and presentations;
• Coordinating, administering and supporting major HR initiatives, programs, policies and projects;
• Monitoring, tracking and updating the HR Work Plan in the Town's dashboard and/or templates;
• Support the implementation, alignment and monitoring of the People Strategy; reporting, employee surveys and tracking key performance indicators (KPl's);
• Support the HR Clerk to initiate, review and/or process employee data in consultation with operating departments and payroll, as required (including employee hire, change of status, and termination, etc.) and maintaining departmental records in accordance with relevant legislation, bylaws, etc;
• LMS Administrator alongside the Sr. Learning & Development Specialist, responsible for providing support in the maintenance of the LMS including auditing courses, ensuring content is up to date and relevant for staff, making recommendations to improve the LMS and the user experience, and supporting the overall management of the LMS;
• Research and participate in new software initiatives and digital tools to streamline maintenance of data (e.g., Learning Management System, training authoring tools, HRIS, recruitment software etc.);
• Working with the Communications Specialist, administer the Town's Messages Without Barriers program (MWB) to identify, create, and communicate corporate messages through the BrightSign software;
• Facilitate the distribution of candidate assessments as required, e.g. Kolbe, Predictive Index;
• Schedule and deliver orientations and ensure all documentation is signed off and in order;
• Support Hiring Managers with the creation of onboarding plans and integration process for leadership positions;
• Responsible for the continuous improvement of onboarding and integration processes and materials, and make recommendations and implement enhancements as needed;
• Assist with the management and maintenance of the Town's Performance Management system;
• Create resources, supports, tools, and training to support performance management. Responsible for providing and tracking annual Performance Appraisals and communicating step increases to Payroll;
• Work with the Manager, Organizational Development to ensure the integration of other talent management components into performance management including, development planning, succession planning, etc.;
• Make recommendations to further leverage partnerships (CCDI, MLODN, etc.) that build the learning catalogue and create additional learning opportunities for staff;
• Review, process, track and report on Education Reimbursement applications and prepare contracts;
• Create, maintain and communicate courses in the LMS, including instructor-led sessions and elearning courses;
• Provide back-up support to the HR Clerk for user management, activations, enrollments and general LMS support;
• As the Whitby Wire HR super user for Human Resources, ensure all HR content is up-to-date and that the Wire is leveraged as a key employee communications channel;
• Under the direction of the Manager, Organizational Development, support the management of the Culture Team and the respective sub-teams, projects, communication and coordination;
• Provide support to Employee Resources Groups including Diversity and Inclusion, Wellness, Continuous Improvement, etc;
• Support all areas of HR as needed.

Who You Are

Our Organizational Effectiveness team is looking for an enthusiastic, solutions-oriented team player that takes initiative and thrives on a high performing team. You are self-motivated, self-starting and utilize a proactive approach to work. You value partnerships.

A high volume of work does not intimidate you. You don’t get flustered easily, you are level-headed and cool under pressure. You are a strategic thinker with high energy who is excellent at prioritization and time management, and can work under pressure to meet deadlines. You are a problem solver. You have the ability to demonstrate tact, diplomacy and sound discretion when working with a broad range of partners.

You like to have fun – this team works hard, but also enjoys each other’s company and we make time to connect. Hearing laughter is not uncommon and the open concept office space allows for frequent, real time team huddles on current challenges and opportunities.

To you, being at work is a mindset and not a location. You can switch seamlessly across modes of work and cultural norms of working in different environments. You know you best, including the tasks you do better when working virtually versus on-site. You believe that the cornerstone of successful working relationships is trust and understand how this positively impacts productivity and performance. You have a high degree of accountability, readily adapt to disruption, like to learn to skills, and explore new ways to connect and collaborate in the digital world.

What You Bring To Our Team

• Post secondary education (3-year college diploma or university degree) in Human Resources, Business/Public Administration or equivalent;
• A minimum of three (3) years of experience in a related Human Resources role; or, have an equivalent combination of education and relevant experience;
• Significant experience in a supportive role to a senior level executive, preferably in a public sector environment;
• CHRP would be considered an asset;
• Change Management or working towards certification would be considered an asset;
• Green Belt or working towards certification would be considered an asset;
• Working towards Learning & Development or Talent Management post-secondary program and/or certification would be considered an asset;
• PMP or working towards a PMP would be considered an asset;
• Knowledge of talent management and learning technology practices;
• Familiar with eLearning platforms and practices;
• Strong interpersonal, communication and coaching skills and able to effectively listen;
• Sound knowledge of human resources theory, best practices and applicable legislation.
• Extensive experience using and superior knowledge of Microsoft Office (Outlook, Word, Excel, Power Point), Visio, Publisher, Adobe, LMS platforms and HRIS databases;
• Facilitation skills and experience with delivery of training, focus groups, etc;
• Experience with learning management systems and training authoring tools would be an asset.
• Creativity to develop/brand and market training programs and materials that have an impact to a broad audience;
• Experience with managing large scale projects with multiple stakeholders and providing change management support;
• Strong project management, problem-solving, and time management skills;
• Facilitation skills and experience with delivery of training and focus groups;
• Ability to identify situations and problems that are complex, conduct further investigation/research analysis and provide recommendations for solutions; and
• Possess a valid, unrestricted Class G driver's license in good standing and access to a reliable vehicle.

What We Offer You

• Salary: $75,463 - $88,778 per annum (Band H)
• A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.
• A hybrid work environment and flexible work arrangements where employees are empowered to do their best work in the way that works for them. This is designated as a Frontline Hybrid role. Frontline Hybrid recognizes that up to 40% of job functions associated with the role can be done virtually, from a remote office. Further details on these programs will be discussed through the selection process.

We are an Equal Opportunity Employer

At the Town of Whitby, our values guide everything that we do. We celebrate our differences, which is why we are committed to building an inclusive and barrier-free environment for our team. If you need a specific accommodation during the recruitment process, please let us know, and we will be happy to provide. Any information received relating to accommodation will be addressed confidentially.

Acknowledgement will only be forwarded to those applicants who are invited for an interview.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.

For your safety and the safety of others, if offered a role with the Town you will be required to demonstrate in writing, from an Ontario Ministry of Health authorized site, that you are fully vaccinated for COVID-19 as of your hire date.

Vaccination requirements are subject to bona fide medical and/or human rights exemptions. Any request for an exemption will be reviewed on a case-by-case basis, as per our COVID-19 Vaccine Policy, and would be subject to the Town’s accommodation process.

Union Affiliation: No Affiliation

Hours: Monday to Friday – 8:30 a.m. to 4:30 p.m. (thirty-five hours per week). Additional hours may be required.

Job Types: Full-time, Fixed term contract
Contract length: 17 months

Salary: $75,463.00-$88,778.00 per year

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Paid time off
• Tuition reimbursement
• Vision care

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Whitby, ON L1N 2M8: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-05-04

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