Close date: Interested applicants please submit your application by 4:00p.m. on November 13, 2024.To apply for this position, please visit www.hamilton.ca/careers
Internal applicants should apply with your work e-mail address.External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Reporting to the Manager, West Development Team and Business Facilitation, the Coordinator, Business Facilitation will lead by example in a multi-disciplinary team environment. The Coordinator, Business Facilitation acts as the central contact person and provides technical assistance required to facilitate the City’s growth and redevelopment through a “customer first” approach to quality assurance, issues management and overall transparent service perspective. The Coordinator, Business Facilitation oversees the Business Facilitation team, which is made up of Business Facilitators, Development Application Coordinator, Application Support Coordinator, and Development Clerks. The Coordinator ensures development application review activities are consistently meeting legislative timelines, high quality metrics are maintained and reported to the province, and new technologies are incorporated into the cost-efficient delivery of policy and implementation that meet the needs of the public and development industry.
The Coordinator, Business Facilitation will provide strategic direction for the Planning Division, develop standard operating procedures, provide mentorship and training to staff across the Division and assist in City-wide business improvements that deliver enhanced customer service. The Coordinator will aid in the preparation of sectional reports identifying how the operation performed against established benchmarks related to services, financial, administration and staff performance. A key priority of the Business Facilitation team is to assist in the coordination and prioritization of affordable housing applications that are recommended through the City of Hamilton’s Housing Secretariat.
SPECIFIC DUTIES
Supervises and provides direction for Development Clerks, Development Application Intake Coordinator, in the facilitation, co-ordination of and provision of development application management, and development planning staff support according to established procedures and within legislated timelines.
Leads and monitors staff to ensure adequate coverage for all Customer Service areas on the 5th floor of City Hall.
Assists in establishing and achieving Section goals, including identifying opportunities for continuous improvement, data review and analysis, Division-wide Training plans, systems support (AMANDA, Legend, Moneris), business process reviews.
Prepares work schedules, assigns duties to staff, establishes priorities, participates in staff hiring, monitors and evaluates staff performance, recommends discipline and trains staff as well as assisting in developing staff to their full potential.
Ensures coverage at the front counter, approves vacation, flex time and overtime requests in keeping with the operational needs of the Business Facilitation Team and the Development Clerks.
Liaises with Local, Provincial and Federal authorities to clarify the interpretation of applicable acts, codes, regulations, by-laws and reviews, comments, and prepares reports to Standing Committee and Council on the implementation of Legislative changes to the planning process.
Liaises with Business Facilitators on a regular basis to ensure up to date knowledge is maintained regarding amendments to existing laws, codes and divisional policies and procedures and recommends implementation methods for new legislation.
Provides coaching to optimize staff performance and develop staff to their full potential. Identifies and recommends training for all Business Facilitators as required.
Develops, or assists in development of standard operating procedures, training and on-boarding materials relating to development application intake and review functions, appeal processes, mediation and dispute resolution.
Promotes teamwork, and integration between internal and external parties participating in cross-functional and cross program initiatives.
Interprets Planning Division policies for the public and development industry. Prepares new policies, and updates existing policies on behalf of the Manager, West Development Planning and Business Facilitation.
Maintains comprehensive and accurate records of application fee transactions received by the Planning Division.
Represents the Planning Division before Committees of Council, public meetings and affiliated technical committees.
Conducts in-depth Divisional projects, studies/investigations and prepares reports and recommendations for internal and external departments and for Council, which may involve sensitive, confidential information.
Makes presentations to stakeholder groups, attends public meetings and works closely with the business and development community regarding the application intake, review and approvals process.
Receives and answers complex inquiries/complaints from elected officials and provides background research into a property or development of interest. Interprets and explain policies and procedures. Conducts all duties responsibly, addressing risk management issues, thereby minimizing exposure to personal and municipal liability.
Ensures that employees are provided with and use the appropriate equipment, material and/or procedures required to perform the assigned duties. Ensures that all employees perform work in accordance with applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures. Ensures that appropriate action is recommended for those employees who do not work in compliance with legislation, policies and procedures.
Assists in the preparation of the annual work program and budget.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job. Assumes the responsibilities of the Manager, West Development Team and Business Facilitation, in their absence.
QUALIFICATIONS
University degree in Urban or Regional Planning or a directly related field with a minimum of eight years of professional experience in land use development, review and implementation, or extensive years of demonstrated experience and credentials in development planning/real estate matters/business approvals.
Full member in the Canadian Institute of Planners is an asset.
Leadership and project management experience of complex urban planning initiatives in a municipal/city environment, including a thorough understanding of the Planning Act processes gained thorough practical experience.
Experience setting strategic program direction combined with experience planning, developing, implementing, managing and monitoring broad scale, long term objectives and strategies.
A collaborative leader, experience with implementing change, encouraging participation of employees and a commitment to organization values and objectives.
Highly effective decision maker, with a track record demonstrating innovation, facilitation, problem solving, conflict resolution, a commitment to continuous learning, adaptability and improvement.
Possess a demonstrated record of technical competence, team advocacy, customer focus, staff delegation and empowerment. In addition, the Team Lead, Business Facilitation and Support will have a responsibility for investigating and recommending innovative/creative procedures and policies for improving the development review
Advanced written and verbal communication skills with the highly developed ability to articulate a vision to lead and inspire others.
Demonstrated ability to effectively manage a multi-disciplinary staff in a results oriented, predominantly unionized environment.
Experienced in creating and delivering customer focused programs and services, as well as identify and implement opportunities for process improvements.
Thorough knowledge of policies and procedures of development and typical construction practices.
Demonstrated ability to act independently.
Highly developed sense of discretion, judgement and political acumen to deal with sensitive matters effectively with elected officials, representatives of other levels of government, management, peers, staff and the general public.
General knowledge and understanding of other statutes, regulations and by-laws affecting the department/section.
The Team Lead, Business Facilitation will have a responsibility for investigating and recommending innovative/creative procedures and policies for improving the development review process.
Knowledge of collective bargaining process.
Extensive knowledge of relevant Microsoft Office applications (Word, Excel, PowerPoint, Access), SharePoint, and AMANDA.
THIS POSITION REQUIRES A VALID CLASS "G" DRIVER’S LICENCE AND PROOF THEREOF IS REQUIRED AFTER HIRE.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully.