Senior Coordinator, Projects

Follow us on LinkedIn

Job Type:

Employee

Duration in Months (for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service – Department:

Facilities and Planning

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

novembre 18, 2024

Applications must be received BEFORE:

novembre 29, 2024

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$62 218,00 – $78 589,00

About the service: Facilities

Facilities services are characterized by a dynamic and creative growing team where the winds of change are blowing, offering people like you opportunities to use your leadership and innovation skills to contribute to the achievement of their inspiring mission: to deliver best in class research infrastructure, reshape campus life and student experience, and provide a sustainable environment for students, researchers, teachers and community.

uOttawa’s facilities encompass three main sites that are comprised of over 600,000 square meters of building space (over 6.4 million square feet), 42.5 hectares of grounds, 125 buildings and 4,500 beds in 11 residences. There are over 150 employees in Facilities, including Project Managers, Energy and Commissioning Specialists, Mechanical and Electrical Engineers, Architects, and space Planners. The facilities capital and operating expenditures are in the range of $100M for the University’s $2.0 billion assets under management. The 20-year Capital spending plan envisions $4.0 billion of new investment highlighted by uOttawa launch of project Top Shelf, a $300 million capital investment to build a new facility for the Faculty of Health Sciences at uOttawa’s River Campus, as well as a tower at the Roger Guidon campus to house uOttawa’s new Advanced Medical Research Center (AMRC).

Position purpose:

The project coordinator, Business Operations, supports the coordination of a variety of recurring special projects and business operations within Integrated Facilities Management primarily related to student and user accommodations, and the ongoing quality of student residences, sport facilities, and community centers. Under the leadership of the manager, facilities, the incumbent plans, coordinates, and executes on all aspects of an assigned project, working in collaboration with internal and external stakeholders in support of the University’s objective to optimize the student and client experience.

In this role, you will:

• Establishes the project’s objectives and priorities, timelines, deliverables, and resource/budget requirements for a range of cyclical and special projects (e.g.: annual move in of students into residence; Open house events, new technologies implementation) under the leadership and guidance of the manager or project sponsor.
• Coordinates activities, tasks and logistics associated with projects and service contracts; monitors them throughout all work steps and stages, ensuring budgets, timelines, scope and deliverables are as per plan. Leads the coordination of activities such as committees with multidisciplinary teams, including managers, technical and skilled staff, volunteers, and external partners.
• Maintains and executes the configuration, access control and access levels for multiple software and tools required for the success of sector employees, contractors and vendors.
• Identifies risks associated with processes and procedures; develops alternative solutions and provides recommendations to mitigate risks; ensures critical issues are discussed with or escalated to the manager or project sponsor to ensure their appropriate resolution.
• Identifies key performance metrics, and lessons learned over the lifecycle of an assigned project/service contracts and develops recommendations to improve on subsequent initiatives. Ensures project/service contract records are well documented and maintained to optimize the efficiency of recurring projects/service contract and the execution of work plans.
• Develops cooperative relationships and partnerships with internal and external service providers and community stakeholders to facilitate a wide range of activities in support of assigned projects and initiatives.
• Monitors and coordinates a variety of service contracts and project schedules to ensure the successful completion of project activities, many of which are directed towards enhancing student and user accommodations and a superior student/user experience. Provides subject matter expertise to Request for Proposal processes for service contracts by documenting specifications and determining proposal evaluation criteria.
• Plans and implements communication strategies, including internal and external communications, comprehensive customer surveys, as well as promotional publications and other communication tools and methods. Evaluates performance indicators and proposes and implements new communication strategies. Collect complaints and/or suggestions under the responsibility of the services, conduct investigations, and provide feedback to clients in consultation with the manager(s) within a reasonable timeframe.
• Acts as a second line and specialized resource person for complex issues related to the sector’s technology and software tools to assist team members. Completes initial testing of sector technological improvements or upgrades that support the business unit, captures, and escalates technological issues to the university’s central IT team as needed.

What you will bring:

• Three years related experience involving project management.
• Postsecondary education in business administration, management or another combination of relevant education and experience.
• Experience in Business Management in supporting front line operations with a vision of creating efficiencies, streamlining business processes with a focus on creating a seamless experience.
• Knowledge of project management principles and methods. Project Management Certification is an asset. Knowledge of budget management principles and invoice processing.
• Working knowledge of Project Management software.
• Knowledge of process mapping.
• Effective problem-solving, communication, organizational and presentation skills.
• Excellent interpersonal skills, including the ability to develop and maintain positive relationships with a diverse clientele and ability to communicate with respect, tact, and discretion.
• Ability to lead a team of various stakeholders through influence without delegated authorities.
• Bilingualism – French and English (oral and written) essential.
• Ability to motivate a team and to collaborate with multiple stakeholders.
• Proven commitment to client satisfaction.
• Ability to work independently and in a team.
• Strong negotiation and leadership skills.
• Knowledge of contracting and procurement guidelines.
• Knowledge of the University’s policies, guidelines, and regulations regarding residence and guest accommodations.
• Strong organizational skills to manage a high-paced, high demand environment with strict deadlines and ongoing operations.
• Ability to analyze documents and/or applications and interpret their meaning to apply appropriate rules and procedures.
• Experience in the maintenance and development of standards and Key Performance Indicators in day-to-day procedures.
• Ability to analyze problems and find potentials solutions.
• Ability to work outside of normal working hours (evenings, weekends) and overtime hours as required.
• Ability to respond in the event of an emergency.

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

Read Full Description