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Toronto 2015 Pan Am Parapan Am Games

Application Deadline: May 15, 2013   

Position: Analyst, Workforce Planning and Operations

Job Description:
Human Resources

Reports To
Director, Workforce Planning and Operations

Number of Direct Reports

English: Required
French: Desirable
Spanish: Desirable

General Accountability
The Workforce Planning team is responsible for leading the process to progressively forecast the number of staff required to deliver the Games. As part of Games operational planning, the Analyst, Workforce Planning and Operations will co-lead detailed headcount planning exercises with participation of all functional areas and venue teams.

Additionally the position will be critical to the ongoing development and implementation of a comprehensive infrastructure (programmes/policies/procedures/practices/ tools, etc) that supports the recruitment, accreditation, outfitting, ongoing engagement, deployment, scheduling and recognition efforts of the TO2015 workforce. The role will evolve as the Games planning process advances.

Key Job Responsibilities

Headcount Planning

  • Lead Games-time workforce modeling through planning sessions with functional areas to determine staffing levels by category including Paid, Temporary, Volunteer and Contractors.
  • Manage headcount demand planning database and version control.
  • Generate both standard and ad hoc reporting as required.
  • Analyze data and identify opportunities for efficiencies when possible as Games planning progresses.

Systems Implementation and Management

  • Participate as a member of the gap analysis team to customize the Games Management System (GMS) for TO2015.
  • Assist with testing of relevant workforce and volunteer modules during implementation.
  • Act as primary contact and first level support for all Workforce modules in GMS.
  • Train functional areas in the use of the GMS system for volunteer management, deployment and shift scheduling.
  • Generate standard and ad hoc reporting from GMS as required.
  • Position Descriptions

  • Develop a template for functional areas to create detailed Games-time position descriptions.
  • Consolidate planned job titles in alignment with established protocols that reflect level of responsibility, operational function and accreditation entitlements.
  • Lead functional areas in the development of position descriptions which outline key responsibilities and skills required to perform the role which will serve as an essential tool in the recruitment process.
  • Manage position descriptions database including version control through the Games planning cycle and migrate data into GMS.
  • Staff Rostering/Scheduling

  • Lead functions through the refinement of detailed staff shift schedules in conformance with established guidelines and migrate data into GMS.
  • Support/train functional areas in process to update or change shift schedules as required in GMS.
  • Support process of distributing Games-time rosters to all staff categories.
  • Workforce Operational Planning

  • Co-lead the development of a detailed function operating plan for Workforce including all relevant Games-time policies and procedures.
  • Participate in planning all aspects of Games-time operations of the Workforce functional area at all competition and non-competition venue including the development of venue operating plans.
  • Uniform Strategy and Operational Planning

  • Develop and lead the project strategy and operational planning for the TO2015 workforce Games uniform programme.
  • Work with the Director, Workforce Planning and Operations to develop relevant uniform policies and guidelines in conjunction with HR/ Marketing/ Operations and Sport.
  • Interface and manage relations with the key sponsors supporting aspects of the uniform programme, working closely with the TO2015 Sponsorship, Look of the Games, Sport, Ceremonies, Operations, HR, and other relevant staff.
  • Ensure that VIK is optimized against the Workforce operations budget, and that sponsors have every opportunity to gain the recognition they have invested in.
  • Together with the accreditation functional area, co-develop venue operating plans for the Uniform Distribution and Accreditation Centre(s).
  • Project Management and Reporting

  • Interface with PMO to centrally monitor and report on all key deliverables and critical milestones for HR, Workforce Operations and Volunteer functional areas.
  • Prepare reports, briefing notes, analytical summaries and communication documents for Director, Workforce Planning and Operations and Senior Vice President, Human Resources. Prepare regular reports on activities, including issues and operational status of the evolution of the Volunteer programme.
  • Develop and provide relevant reporting to the SVP, HR, GOT, Senior Leadership Team, Leadership Forum, Board of Directors, Human Resources and Compensation Committee and others on a host of critical workforce and volunteer indicators and trends. Track and monitor slippages and critical path issues. Troubleshoot as required and identify solutions.
  • Work closely with the Director, Workforce Planning, Project Management Office, GOT, SLT, SVP Human Resources, and senior HR leaders to monitor human resource planning and track the progress of Games-time volunteer recruitment and deployment efforts for all facets of the volunteer programme.
  • Internal Contacts

  • All levels of staff and management within TO2015
  • External Contacts

  • Board of Directors and BOD sub-committees including HR and Compensation, Finance
  • Public
  • ISU, 3 levels of government partner organisations
  • Service providers, sponsors,
  • Media, host broadcaster
  • Ceremonies producer
  • Various TO2015 stakeholders
  • Educational/Technical Requirements

  • Undergraduate degree in related discipline preferred, and PMP designation or equivalent designation/certification from a recognized institution an asset
  • Minimum 3-5 years of progressive project management experience
  • Exceptional reporting skills; including MS Excel, MS Access, MS Word, combined with ability analyze multiple data sources (strong comfort level with formatting, formulas, graphs, pivot tables, VLOOKUP, reporting etc.)
  • Knowledge of project monitoring systems
  • Demonstrated analytical skills in assessing and reviewing processes to identify options, best practices, and opportunities to improve service delivery
  • Previous workforce planning and/or multi- sport Games experience is an asset
  • Personal Requirements

  • Superior interpersonal & communication skills, and strong client service orientation
  • Keen ability to analyze customer requirements with creative problem solving skills and strong attention to detail
  • Flexible with ability to adapt to changing priorities
  • Exceptional personal drive and motivation
  • Professional, dedicated & ethical
  • Good sense of humor and strong team player
  • Diversity
    TO2015 is committed to employment equity and encourages applications from Aboriginal people, people with disabilities, members of visible minority groups and women.

    View Attachment: Job Desciption

    Contact Information:
    Toronto 2015 Pan Am Parapan Am Games
    25 Dockside Drive
    Toronto , Canada
    M5A 1B6


    SIRC is funded by Canadian Heritage