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Job Specification
Position Title: PROGRAM MANAGEMENT SPECIALIST
Job Code: AMAPCEO - Prog Analysis Ama Unit APA19, 19APA
Job ID: 22100

Purpose of Position:
To lead the development, implementation, continuous enhancement and promotion of a corporate approach to project management and related processes, procedures, tools, techniques and technology which foster consistency, efficiency and excellence in the application of project management practices for PGSC lead projects and or fulfillment of project management related service offerings. Directly manages multiple, complex projects that require detailed master planning or other duration compression or advanced monitoring techniques to ensure completion.

Duties/Responsibilities:
1. Acts as primary project management knowledge provider within PGSC environment by;

• Leading the alignment and integration of all project management activities by ensuring consistency between OPS Integrated Project Management Framework & Methodology (OPS IPMFM) standards and unit level PM processes, business practices and tools.
• Leading projects that deliver project management services (including the design, development, selection, implementation and operation of OPS standards based protocols) to other OPS clients at a divisional, branch or program level.
• Contributing research, analyses, evaluations and recommendations to support the development, promotion and continuous improvement of the best-of-breed, consistent and customized approach to project management in the PGSC or similar for services provided.
• Contributing research, analyses, innovative ideas and recommendations as an active participator in the development, promotion and continuous improvement of practical, user-friendly and value-added project management tools, techniques, templates, checklists and other resources, products and solutions, designed to support more efficient and effective project work in the MNR (and by extension of our clientèle, the OPS).
• Conducts further research; evaluates needs, trends, and options; contributes to the comprehensive project management research library (including books, publications, articles, white-papers, tools and templates). Co-ordinates and updates the inventory of hard copy and on-line project management resources available to PGSC staff and or our clients under service contract.
• Develops content for and supports the development, implementation and promotion of PGSC or client based Intranet site(s), ensuring on-line availability of latest versions of tools, templates and checklists.
• Conducts research into best practices regarding the use of technology in OPS project work (e.g.: implementation of project management information systems, use of on-line collaboration and document management tools, etc.) and co-ordinates and updates an inventory of project management information systems, automated tools and additional related software programs for use by PGSC staff and clients.
• Participates in providing project management-related advice and guidance to PGSC project management leaders, staff and clients (approx. 145 plus individuals).
2. In consultation with the section Manager, supports the planning, coordination and delivery of the work effort by:

• Anticipating and managing issues; setting priorities; mitigating risks; negotiating commitments; measuring and communicating achievement of results.
• Participates in developing and implementing a marketing and communications strategy (eg: providing content and participating in activities to raise awareness, create interest and promote the use of PGSC products, services and resources). Participates in other initiatives to obtain buy-in and promote the benefits of consistent OPS-wide approaches to project management.
• Represents the PGSC on various divisional, ministry and OPS-wide committees and working groups to provide support and/or expertise.
• Participates in procurement, outsourcing or fee-for-service contracting activities to ensure achievement of PGSC project management goals and objectives. Performs related contract management activities.
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3. Valuing OPS Project Workers thus Strengthening the PGSC Project Community and OPS Project Management Culture
• Participates in identifying and developing PM related roles and responsibilities; including job descriptions and PDP metrics.
• Provides materials and input to support the development of the project and partnership management learning framework and curriculum, related training programs and customized courses.
• Participates in activities to support the project management community of practice.
• Participates in identifying, rewarding and recognizing PGSC (and client based) project management innovation and excellence, and supports the celebration and promotion of related achievements and successes.
• Develops and supports working relationships with key external contacts and leaders to exchange information, lessons learned, expertise and practical experience (e.g.: with the broader public sector; federal, regional and municipal jurisdictions; and the private sector).

Knowledge:
Knowledge and skills in project management methodology development, theories, trends, principles and techniques; thorough knowledge of PGSC business environment (eg: mandate, vision, values organizational structures and decision-making processes; strategic directions, policies, priorities, operational goals; human, financial, knowledge, material and time resources; stakeholders, partners and clients); and sound understanding of the PGSC client base and OPS-wide initiatives and priorities, in order to identify and define needs and best practices; develop, test, validate and assess tools and templates; and provide consulting resources, guidance and feedback.
• knowledge of and skills with accepted professional project management principles, standards, techniques and tools, in order to plan multiple concurrent assignments, balance competing priorities, monitor and gauge progress, and take appropriate action to achieve deliverables efficiently and effectively.
• appreciation of partnership management; people and organizational transition and change; risk management; customer service delivery; and adult learning, in order to research, analyse and assess implications of project management projects and initiatives on these activities; provide project management recommendations and advice; and ensure integration with parallel initiatives led by the PMCoE.
• research, analytical, evaluation and problem-solving skills, open-mindedness, and ability to conceptualize the big picture, in order to develop, test, implement and maintain a comprehensive battery of best practices tools and templates for project management methodology across the PGSC and our OPS clients; provide credible advice; evaluate results; and make practical recommendations which reflect best practices.
- written and oral communications, listening, political acuity, discretion and relationship management skills, in order to develop and maintain effective business relationships and open communications with multidisciplinary internal and external contacts at all levels, including senior management, managers, partners, stakeholders, project management specialists, etc; develop and co-ordinate related networks; gain trust and forge positive relations; consult and advise; support issues management; persuade and develop consensus; report and make presentations; create best practice statements, models, tools and templates; articulate research conclusions and recommendations; develop learning and communication materials prepare and/or provide input into PGSC plans, submissions, briefing, issues management and presentation materials; and manage vendors.
• teamwork and facilitating skills, initiative and sound judgement, in order to foster team cohesiveness, and work independently on technical matters, referring only sensitive and/or unprecedented matters to the PGSC coordinator with recommendations.
- proficiency with common office software (eg: MS Office, MS Project, databases, Internet, Intranet, Web), in order to prepare a variety of documents, statistics, reports, charts, graphs, presentation, briefing materials and correspondence, and to ensure that database/web-based materials are properly presented and accurate .
- sound knowledge of related administrative policies and procedures (eg: estimating, budgeting, HR, formal procurement, etc), in order to develop valid estimates, manage project budgets and teams, source and manage vendors, etc.

Judgement:
Works with direction from section Manager, has access to Sr Project Management Consultants in PMCoE for technical consultation, and is guided by strategic directions, priorities and policies.
Judgment is exercised in:
? Researching best practices, conducting consultations, and developing/validating tools and templates and related resources and contacts for project-based project management methodology, such as frameworks, charter statements, critical path planning, qualitative and quantitative performance standards, forms, conferences, contacts, updates, bulletins, latest standards and trends, etc;
? Developing, implementing, communicating and promoting practices, frameworks and tools that support skills development in core project management methodologycompetencies across the OPS, and gain acceptance through increased understanding and successful application;
? Providing strategic and situational project management methodology advice and solutions for OPS project practitioners;
? Developing and supporting project management methodology networks;
? Participating in carrying out audits where requested by project sponsors and managers, to provide objective pre-implementation input and advice concerning project management methodology, and post-implementation evaluations for lessons learned;
? Providing related advice, evaluations and support on risk, knowledge management and change management, etc;
? Participating in ensuring that the database and website is current and accurate with regard to project management methodology and related best practice tools and templates, and that resources are integrated and compatible with related initiatives in the PMCoE.
? Ensuring compliance with copyright requirements for the release of OPS project management methodologyand use of external information;
? Estimating costs of assigned PGSC project management methodology initiatives, resources and projects; controlling project budgets and leading assigned teams effectively.

Accountability - Programs:
Participating in providing, communicating and supporting a comprehensive battery of research, tools and templates to foster best practices in project management across the PGSC and our OPS clients through service contract; providing guidance, advice and expertise for project practitioners (e.g.: in developing sound processes and using consistent, valid and reliable performance values); and supporting project management methodology adherence.

Accountability - Personnel:
Providing functional expertise and guidance to PGSC staff, OPS clients and project staff. Leading and coordinating project teams of internal or external participants, as assigned.

Accountability - Finance & Material:
Providing input to project estimating and managing budget allocations for assigned projects. Managing vendor performance for assigned projects. Maintaining knowledge and competency-building resources for project management methodology. Ensuring compliance with copyright requirements for releasing and obtaining project management information.

Accountability - Impact of Errors:
Errors in technical work, (e.g.: research, evaluation, methodology and tools development, validation and integration with project management strategies), could contribute to a fragmented and outdated project management methodology framework, unaligned with corporate project management directions and resources. Poor resource development, advice and quality assurance checks could result in support for methodologies which do not meet or support the right practice philosophy and standards, and which fail to support excellence and core competency development in project management methodology. Inadequate support for project management methodology excellence across the OPS could contribute to seriously wasted resources and mismanaged funding, underperforming projects and initiatives, and lack of credibility for the OPS as a leader in public sector project management in Canada.

Contact - Internal:
Frequent contact with PGSC staff, PGSC clients and Sr. Project Management Consultants in PMCoE; to provide methodology advice and support; exchange information; provide resources and offer solutions; participate in information and promotional activities; and support partnership networks.
Regular but periodic contact with Coordinator PGSC to provide briefing materials and support issues management concerning project management methodology, observations regarding implementation and issues related to assigned projects.

Contact - External:
Frequent contact with project management practitioners across the OPS to provide methodology advice and support; exchange information; provide resources and offer solutions; participate in information and promotional activities; and support partnership networks.
Periodic contact with officials from other jurisdictions, academics, business and industry to undertake project management methodology research, exchange information and share expertise.