City of Edmonton Looking for Project Administrative Coordinator at Edmonton, AB Full Time

Are you seeking to leverage your expertise in project systems administration?

Are you able to prioritize a wide array of tasks to ensure that they are done on time and on point?

Are you seeking an opportunity to lead compelling project management office initiatives with an innovative and established Project Management Office?

If these questions resonate with you, then we are looking for YOU to be our next Project Administrative Coordinator!!

The Open City and Technology Branch (OCT) is seeking a highly-skilled project administration coordinator with experience in overseeing the administration of projects, while providing guidance and support to both the Technology Project Management Office (PMO) and to our valued clients.

Reporting to the PMO Program Manager, Governance & Delivery, you will be the first point of contact and a fervent ambassador for the Technology PMO. Your ability to provide exceptional customer service, coupled with a helpful and positive attitude, will provide our stakeholders with a good first impression of the PMO, and help make you a success in this role.

You will be responsible for project systems oversight and continuous improvement of & innovation in PMO policies, processes, and procedures. At all stages of the project lifecycle, you will provide exceptional customer service to PMO project team members, PMO leadership, and to the diverse stakeholders we serve.

Key responsibilities

Monitor technology projects and ensure timely execution of project administration tasks required for the management and completion of project work

Foster positive & effective working relationships with our diverse group of stakeholders through support and training of internal & external clients on project management activities

Advocate for & explain PMO policies & regulations and engage with business areas to obtain & provide information while exercising creativity, sound judgement, and critical thinking

Assist in the preparation or revision of process, documentation, and templates in accordance with PMO guidelines

Lead quality control activities as they relate to the PMO processes (including but not limited to; including, but not limited to budget/schedule/scope baselines, risk/action/issue/decision logs, and document approvals), and ensure that project standards are followed throughout the project phases: initiate, plan, execute, monitor & control, and close/cancellation

Lead configuration, administration, maintenance, troubleshooting, support, and user acceptance testing of the PMO’s Project Management Information System (PMIS), Microsoft Project Online, including its requisite data inputs

Provide administrative guidance and subject matter expertise to all members of the PMO, as well as City of Edmonton resources outside of the PMO who leverage the PMIS platform

Validate that status reports for each reporting cycle are accurate, timely, and correctly filed

Review summary reports and project performance statistics guided by the standards of Project Management key performance indicators (KPIs), such as timelines, budget, quality, and effectiveness

Provide support to project managers & team leads from OCT and other City of Edmonton branches by guiding them to the appropriate guides/templates, facilitating the submission of change requests for budget/schedule changes, and ensuring that project costs are reconciled within the City’s financial management systems

Liaise with the OCT Financial Management Office (FMO) to oversee PMIS project setup requirements

Facilitate the onboarding, offboarding, and transitioning of project resources by setting up and configuring the necessary accounts and permissions

Timely provisioning of Google project sites for each new project

Maintenance of custom functions via scripts linked to the PMO Google Site

Create and manage shared Google accounts utilized by the PMO section

Other related duties as required

Qualifications :
Completion of grade twelve (12) including business subjects related to word and information processing and training in microcomputer applications

Completion of a business administration certificate program and/or at least 4 years of business administration experience is an asset

A minimum of three (3) years of progressively responsible diversified word and/or information processing experience

Demonstrated experience in project coordination and project administration activities, ideally in an Information Technology environment

Experience or certification in change management is an asset

Experience in overseeing and administering technology systems is an asset

Strong technical aptitude, coupled with experience in operating standard and electronic business office equipment, personal computers and other technology devices

Advanced knowledge and experience in using Google Workspace is required

Considerable knowledge (and the ability to apply) the principles and practices of project management, including familiarity with the Project Management Body of Knowledge (PMBOK)

Able to assess and understand when changes in project approach, scope, and resources will cause budget, schedule or risks to be impacted

Sound financial acumen, with proven knowledge, understanding, and management of project finances

Demonstrated ability to gain acceptance and build/maintain strong relationships with a variety of internal and external stakeholders at various levels of authority

Excellent negotiation skills, including the ability to respond to difficult situations and resolve conflict

Excellent written and verbal communication skills, including the ability to concisely articulate business related concepts

Excellent organizational and prioritization skills with acute attention to detail

Ability to stay adaptable, maintain composure, and effectively manage high work volumes with short timelines and changing priorities

Innovative and inquisitive nature for seeking non-standard solutions to challenges and for proactively providing recommendations for process improvements

Ability to respond in a timely manner to ad hoc requests and to prioritize requests based on criticality

Helpful, proactive, analytical, and forward thinking

Ability to demonstrate and actively promote the foundational behaviours and attributes of the City of Edmonton’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator

Ability to embrace the City of Edmonton’s Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, and foster an environment that encourages others to do the same

Applicants may be tested

The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here: https://bit.ly/3hd2d95.

The City of Edmonton strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please contact [email protected]

COVID-19 Notice: The City of Edmonton has implemented a COVID-19 Vaccination Policy. Employees must be fully vaccinated against COVID-19 and provide proof of vaccination. Employees who cannot be fully vaccinated on the basis of a protected legal ground (e.g. medical, religious) may request an exemption. Please note that this policy applies to all employees, including new hires, and volunteers. If your application is successful, you will be asked to provide proof of vaccination or request an exemption. For more information, please refer to our COVID-19 Vaccination Policy (bit.ly/3lKwb6j) and COVID-19 Vaccination Procedure (bit.ly/39BICMt).

Up to 1 permanent, full-time position

Hours of Work: 40 hours per week Monday to Friday

Salary Range: $25.448 – $31.909 (Hourly) $53,133.93 to $66,626.86 (Annually)

Talent Acquisition Consultant: HR/MJB

Classification Title : Word Data Processing Clerk III

Posting Date : Feb 28, 2022

Closing Date : Mar 7, 2022 11:59:00 PM (MST)

Number of Openings (up to) : 1 – Permanent Full-time

Union : CSU 52

Department : Open City and Technology

Work Location(s) :
Century Place, 15th Floor, 9803 – 102A Avenue

Edmonton T5J 3A3