Job Specification
Position Title:
Project Coordinator
Job Code:
19ASY - Systems Serv (Ama Unit) ASY19
Purpose of Position :
To provide project leadership to small, routine, repeat projects which support OPS I&IT initiatives. To provide project and technical delivery to Project Managers and project teams supporting medium to large OPS I&IT initiatives.
Duties / Responsibilities :
1. Project Management Accountabilities: I&IT Project management Methodology- Project management experience, involving all project phases (concept, definition, planning, implementation, and closeout). Familiar with Project Management Institute (PMI) and OPS I&IT project management methodologies. Ability to develop and maintain a detailed and resource loaded project schedule with predecessors. Updates Integrated project plans and component documentation as needed. Proficient with project management tools and Microsoft Office suite. Develops project schedules considering the project objectives, responsibilities, accountabilities, timelines and resource availability. Filters and communicates relevant information to project team.
2. Coordination of Project Teams- Provides support to project teams comprised of ministry clients and service providers. Responds to challenges as they occur. Plans, establishes priorities and aids in project tasks as needed. Efficiently coordinates project team members and completes assigned tasks within allocated time.
3. Budget- Monitors projected versus actual project expenditures and reports on project progress/status in comparison to project burn rate. Forecasts cost under/overruns and communicates to required stakeholders for action if needed. Administers plans, assesses risks, identifies activities required to meet established financial targets associated with a project.
4. Risk/Issue management- Identifies inherent and developing project risks and issues. Makes recommendations to mitigate identified risks and escalates risks as they become issues. Analyze and communicate the impacts of risks to the project, direct partners, stakeholders, customers and staff in order to facilitate effective decision making.
5. Customer Relationship Management- Develops and maintains relationships with clients to manage expectations. Supports more senior project managers by providing project updates for stakeholder meeting. Identifies conflicts within and between projects or functional areas and develop responses to be reviewed for implementation. Help to develop and implement performance metrics to measure project success.
6. Promotes OPS I&IT project management best practices, resource management standards, and adhere to standard methodologies.
7. Other duties as assigned.
Knowledge :
Understanding of project management standards, best practices, and methodologies to lead small, routine, repeat OPS I&IT initiatives, or assist senior project managers with medium to large I&IT initiatives. Understanding of OPS I&IT standards, directives and policies to ensure compliance of project initiatives as well as ensuring success and integration of projects. Knowledge of I&IT technologies, industry trends and offerings to support project deliverables. General understanding of the various contributions and areas of expertise associated with each job family. Understanding of financial and controllership management to administer budgets. Procurement knowledge to support acquisition of software solutions, hardware and services. Resource management skills to lead project teams. Knowledge of the service management framework based on ITIL within OPS. Knowledge and experience in PM tools, e.g. Ms Project. Interpersonal skills, negotiation, collaboration and communication skills to support project deliverables. Effective leadership skills and ability to plan, organize, and coordinate human, financial and material resources.
CPIC clearance and/or enhance security clearance may be required. Available for travel within the Province.
Judgement :
Works under supervision of an OPS Manager, with technical direction from the clients I&IT manager and more senior project managers. Judgement is exercised in supporting project deliverables through the assessment of existing business requirements. Position exercises judgement in determining project priorities. Judgement is required in determining systems solutions to meet user needs within time and budgetary constraints and in determining the required resources and methods of project development, service delivery and support with consideration to government directions in alternative service delivery, outsourcing and constraint as well as the need to anticipate and formulate problems. Judgment is also required in leading projects, establishing observable performance indicators for projects, and operations meet quality standards for reliability, confidentiality, security and contingency recovery. Judgement and political acuity are required to monitor, support identified risks and issues within projects.
Accountability - Programs :
Provides project leadership of assigned routine, repeat OPS I&IT initiatives. Ensuring project planning, quality and effective utilization of assigned financial, material and human resources within established project timeframes, standards and service agreements.
Accountability – Personnel :
Providing technical direction and supervision for assigned project personnel, including setting priorities, scheduling and assigning work, monitoring and reporting on technical performance, providing technical training.
Accountability - Finance and Materials :
Preparing and monitoring project budgets. Recommending allocation and use of resources and recommending assignments of resources from other areas within I&IT for project work. Participating in selecting internal and external service providers, co-coordinating their work and monitoring performance to the contract.
Accountability - Impact of Errors :
Errors in project planning and co-ordination could delay the implementation of straightforward systems and disrupt clients programs; and could lead to excessive project/operating costs, and impact negatively on contracts and commitments. Errors in analyses, advice and support could result in inadequate IT systems development, poorly management change, considerable waste of resources, and failure of IT to support clients businesses with value-added, cost effective technology.
Contact - Internal :
Frequently with more senior project managers to provide analyses, tracking, identify potential/actual PM process/administration problems, and recommending/discussing solutions; and to plan and co-ordinate next steps in the PM process. Regularly with client and I&IT management to provide project status, advice, recommendations; resolve issues; negotiate/agree changes and resource requirements. Frequently with clients, to plan and co-ordinate business systems solution testing and implementation. Regularly with peers in other clusters or multi-project environments, to participate in/co-ordinate PM process management, information and sharing, co-ordinate scheduling for meetings, committees etc, and resolve related issues. Daily with assigned project staff and professionals, to provide advice, guidance, consultation and co-ordinate problem resolution for straightforward I&IT projects.
Contact - External :
Regularly with vendors, suppliers and external consultants, to obtain approved services and goods, assign work, and address quality of service problems. Regular contact with professional peers in the I&IT community, to keep abreast of standards and best practice developments.