Description

The Project Management Office within Facilities Development is currently seeking a Full-time Regular Project Coordinator.

The mandate of the Project Management Office (PMO) is to assume responsibility for the successful delivery for all capital projects on campus, inclusive of new construction, building renovation/refurbishment and/or upgrading to existing capital infrastructure. In fulfilling this work, the PMO collaborates extensively with project sponsors, Campus Planning, Campus Engineering, Office of Campus Architect, university financial administrators, Facilities Management, Office of Sustainability, Employee, Health and Safety and Supply Chain Management to ensure that deliverables achieve the intended outcomes. Additionally, in fulfilling this mandate, the PMO assumes an active oversight and coordination role in directing and monitoring the performance of contractors and design consultants. The intended objective is to ensure that all projects are delivered effectively, efficiently, and safely and meet established performance targets.

The Project Coordinator reports directly to a Project Manager and the primary responsibility is to direct, organize and control project activities, under the direction and supervision of a Project Manager. Project Coordinator will support and collaborate with the Project Manager in overseeing and management of projects. The Project Coordinator does not have the full authority to make all decisions and the ultimate responsibility lies with the Project Manager. The Project Coordinator will also provide advice and support to the PMO with respect of project delivery techniques, methods and risk management.

Summary of Key Responsibilities

(job functions include but are not limited to):

• Assist the Project Manager with the drafting and issuance of project charters, project schedules, budgets, work breakdown structures/packages, cash flows, change order documentation, quality assurance plans and project reports.
• Ensure all documentation is properly initiated, checked, authorized, and maintained.
• Keep the Project Manager and others informed about project status and issues which impact project delivery/outcomes.
• Perform change control, schedule control, cost management, quality assurance, communication, risk management and project support services for the Project Manager and project team.
• Active liaison with the design team, contractors, internal stakeholders and external agencies.
• Actively track project status to monitor performance of ensure schedule, budget, scope and quality are being measured and tracked through the use of performance criteria & the specifications set out in the Project Charter, contracts and/or design documents.
• Coordinate the creation and assembly of all documentation which complies with the University's sanctioned Project Delivery Process, including but not limited to project charters, funding approvals, monthly/quarterly reports, cost monitoring reports and integrated change management and standard project management tools.
• Ensure compliance with University standards, policies and procedures and ensures that work is completed in compliance with applicable building codes and other relevant legislation.
• Track the progress and quality of work being performed by design disciplines, contractors and other service providers.
• Use project scheduling and control tools to monitor project plans, completion of deliverables, schedules, budgets and expenditures.
• Analyze and resolve issues that have the potential to jeopardize performance and/or ability to meet agreed upon deliverables; analyze financial and operational reports.
• Handle potentially sensitive and confidential information within various projects.
• Active communication with clients at all levels including multiple internal and external stakeholders is required.
• Effectively and accurately communicate relevant project information to project sponsor, project stakeholders and PMO leadership.
• As directed by the Project Manager, the Project Coordinator may oversee contractors and consultants and chair project meetings.
• Work collaboratively with Supply Chain Management to procure and contract the required design and contracting services and to this end, will strictly adhere with university procurement policies and procedures.

Qualifications / Requirements:

• Post-secondary degree or diploma in the area(s) of engineering, architecture, project management, and/or environmental design. Alternatively, in lieu of degree or diploma, a combination of progressive 5+ years experience  coordinating construction projects in conjunction with project management formalized training will be considered.
• 3-5 years of progressive experience supporting project managers and/or managing projects related to the construction industry, including capital renewal, renovations, and new construction.
• Comprehensive knowledge of construction documents, drawings, and specifications as well as current building construction practices and methodology. This include disciplines in architectural, mechanical, structural, electrical & instrumentation, and HVAC.
• Understanding of project cost management principles and experience monitoring/controlling project financials, including budgets, commitments, and actual expenditures.
• Ability to create project schedules and monitor and control schedule throughout the lifecycle of the project.
• Strong understanding of scope management and the ability to work closely with the relevant stakeholders and owner representatives for successful delivery of the approved project.
• Experience with contract management and administration, including the CCDC format as well as contract management processes such as tendering, RFIs, change orders, lien holdbacks, etc.
• A Project Management Professional (PMP) designation from the Project Management Institute is desirable.
• Intermediate proficiency in the use of computerized project management systems. Examples including but not limited to Archibus PM module, Share Point, Microsoft Project and Microsoft Excel.
• Excellent verbal and written communication, planning and organizational skills are required.
• Ability to demonstrate tactfulness, a collaborative nature, and professionalism while working with a variety of stakeholders.
• Strong planning and organizational skills are essential. Must be able to multi task and to efficiently allocate his/her time among multiple projects which are assigned.
• Superior flexibility and the ability to respond well to rapidly changing needs and priorities.
• Maintains good judgment under pressure.
• A valid Class 5 driver¿s license (cannot be a graduated license) with proven good driving record (abstract required).