PROGRAM SUPPORT ANALYST

Job ID: 47091 Job Category: Community & Social Services Division & Section: Social Development, Finance & Admin, Community Safety & Wellbeing Work Location: City Hall - 100 Queen Street West, Toronto Job Type & Duration: Full-time, Permanent Vacancy Hourly Rate: $43.58 - $47.75 Shift Information: Monday to Friday, 35 hours per week Affiliation: L79 Full-time Number of Positions Open: 1 Posting Period: 17-Jun-2024 to 02-Jul-2024

Job Description:
The Community Safety & Wellbeing Unit is held within the Social Development, Finance and Administration division at the City of Toronto. the Citys Community Safety and Wellbeing Unit, embedded within SafeTO is focussed on intervention, interruption, prevention, preparation, capacity building and system innovation to increase Community Safety and Wellbeing in Torontos Neighborhoods. Integrated multi-sectoral approaches, programs, supports, and services are delivered to individuals, families and communities experiencing escalated risks, vulnerabilities, impact an exposure to gun, gang and community violence.
The Community Crisis Response Program (CCRP), FOCUS Toronto, SPIDER and TO Wards Peace(TWP) are risk and evidence based and designed to work in partnership with internal and external stakeholders, various levels of government and institutions to collaboratively address system change, underlying causes of violence through community driven activities, interrupt potential for, implement trauma informed practices and leverage data to inform program design, investments to advance and strengthen safety and wellbeing efforts.
Major Responsibilities:

• Researches and pilots best practices in grants program and crisis funds and program information management including e-business approaches to program development and administration.
• Conducts research, evaluates alternatives, and develops business administration approaches for the Community Safety and Wellbeing Unit.
• Develops project plans and workflow processes for different program activities in youth employment and workforce development sector.
• Establishes, monitors, and evaluates the effectiveness of program administration processes in safety and wellbeing programs, projects and/or initiatives throughout program cycle, including priority setting, outreach, drafting agreements, managing contracts, administration, and evaluation.
• Provides training and information to community partner agencies and division staff in the implementation of administrative and accountability processes of intergovernmental funded programs.
• Conducts detailed administration planning and monitoring of program practices, identifies project plan and workflow issues and recommends needed changes in order to ensure funding accountability and required performance quality.
• Reviews all unit processes, procedures, and information systems; develops and/or recommends improved and enhanced internal business flows to meet program delivery standards.
• Addresses administration issues resulting from internal business flow needs, external communication requirements, funder requirements, legislative timelines and integration of business concepts and implementation requirements.
• Supports and develops program innovations such as online portals.
• Works closely with the Unit Management team to supports the evaluation and priority setting process for the unit and through the provision of information on program performance measures, ensuring accuracy and consistency of information to program stakeholders.
• Establishes systems for collecting, maintaining, and analyzing information related to program delivery and evaluation.
• Develops and implements customized database capacity related to managing contracts with funders, verifying, and assessing participants, monitoring participating organizations and responding to information needs of Council, staff and the public.
• Develops and maintains program operational and administration documentation, including file management plans, e-file plan, agency files, budget documents, and information requests.
• Drafts program budgets, prepares budget reconciliation, and monitors approved budgets to meet program requirements for timelines, spending limits and compliance with funder requirements. Develops program delivery processes to comply with City policies for information management, public access, and routine disclosure.
• Prepares comprehensive statistical/financial data analysis on funding allocations and program performance trends across multiple funding programs and multiple years.
• Works closely with Unit Manager to monitors unit budgets, funded projects, and organization allocations.
• Oversees budget information for all funding sources, including multi-year funding administrative adjustments and program recoveries. Develops payment schedules, initiates, and monitors payment requests.
• Compiles, analyzes, tests, and verifies data for senior management for reports to Council, Auditor General requirements, reporting on performance measures, grants standards reporting, and requests from Council members, staff, and the public.
• Supports the Unit participation in corporate coordination of funding program delivery through the analysis of common business flows and risks and identification of options.
• Calls meetings of the program steering committees, program development and strategic planning meetings, sets agendas, follows up on issues, and program administrative tasks.
• Supports resident and community organization interaction with the program through surveys, training, and assistance with information on program requirements.
• Anticipates and analyses information needs, meets with community organization representatives for program information.
• Travels to sites, meets with community-based partner agencies to discuss program requirements and monitor contracts, attends, and supports stakeholder meetings in the community on a regular basis.

Key Qualifications:
Your application must describe your qualifications as they relate to:

• Post-Secondary education in Social Sciences, Public Administration or Business Administration or equivalent combination of education and/or experience.

• Extensive experience developing reports from complex database systems using web-based tools to create web forms and/or experience using HTML, JavaScript, Visual Basic Applications (VBA) in designing, programming, testing and maintaining online forms (e.g. Tgrip, CheckMarket) in a publicly accessible and secure web environment.

• Considerable experience administering financial information, preparing financial reports, developing tracking and monitoring tools to track programmatic impact and contract deliverables in large, complex contracts, applying accounting principles and best practices.

• Experience implementing fraud avoidance approaches and ensuring compliance with divisional and corporate record keeping and financial management policies for community program delivery.

• Experience in utilizing online Grants Management Systems including the development of custom application forms, and reports, and experience in training and supporting end users (grantees, grant management and agency finance staff) in accessing and using the application and reporting submission functions and developing user guides.

You must also have:

• Ability to analyze, develop and administer program administration processes (such as business process maps) to meet divisional, funder and community needs for timely service, program performance information and overall accountability.
• Ability with database applications (i.e. MS Excel, Access, SAP) or other specialized databases for managing program, managing and manipulating data to create ad hoc queries, canned reports or administering funding agreements. Ability to apply statistical analysis, research methodologies and techniques.
• Excellent project management skills with the ability to apply principles, techniques, tools and methodologies to accomplish results-oriented outcomes.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES: City of Toronto employees must apply to full-time or part-time employment opportunities posted on the Citys Internal Job Posting Portal.
Equity, Diversity and Inclusion The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity. Accommodation The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.