Project Coordinator

Competition 1178

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - This role is hybrid with a mix of remote and in-person. Work takes place at multiple UofA sites.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people —from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

The University of Alberta leads with purpose by investing in the effective and responsible development of our campus infrastructure—building campuses that reflect our excellence in academics, research and teaching. From small renovations or sustainability projects, to constructing an entire facility from the ground up, Facilities & Operations projects align with U of A's vision, mission and mandate and are guided by the university's Long Range Development Plan and Integrated Asset Management Strategy.

The Project Management Office (PMO) is responsible for the delivery of facilities-based projects, including contributions to the planning, initiation, execution, turnover, and closeout phases. Our dynamic team of professionals collaborates to optimize construction project delivery across the University campuses. The work in the PMO is fast-paced, challenging, and diverse, requiring highly motivated and self-driven individuals to succeed. We maintain a high standard of performance and support all team members in achieving this level of excellence.

The PMO places the highest importance on personal and professional growth and development. The team has a significant collective intelligence and promotes mentorship from within. Team members also have the opportunity to work alongside some of the brightest researchers and academic minds in the world.

Position 

Reporting to the Manager of Project Delivery within the Project Management Office (PMO) this position is responsible to assist in the delivery and implementation of projects from design through construction, building and operational commissioning, and turnover for assigned projects for the University of Alberta. Along with small project execution specific focus will be placed on compliance with project specifications and controls, shutdowns, notifications and communications, and integration across many portfolios.

Project execution responsibility encompasses the coordination of project design, planning, implementation, assistance with the procurement of contract services, cost estimating, budgeting, cost control, scheduling, risk management, and on-going communications with clients, external contractors, and stakeholders within and outside of the University.

Duties 

Project Planning 

• Assists with the Collaborative development of project definition and scope of work with planners, University Architect, Engineering and Infrastructure, and various other clients/departments.
• Participates in the review of designs and vendor drawings to ensure conformity with project specifications as well as University and construction industry standards and guidelines.
• Assists in writing specifications and documentation for materials and workmanship to be utilized by contractors or in-house personnel in all phases of the project
• Prepares a Project Implementation Plan defining the final scope of work, budget, schedule, and a proposed methodology for carrying out the project. Revises the plan throughout the project life cycle to meet changing needs and priorities.
• Participates in the coordination with Supply Management Services in the development and implementation of Requests for Proposals and Requests for Bids processes and resulting contract documents. May participate in final vendor and contractor award recommendations evaluation committees.

Project Control / Execution 

• Visits the site and reviews drawings to identify infrastructure considerations, building services affected, and environmental and people issues involved, including those of surrounding areas, in carrying out the scope of work.
• Identifies and mitigates any disruptions to groups operating in the adjacent areas with affected client and stakeholder groups.
• Identifies, tracks, and implements strategies to manage risks, maintaining accurate risk tracking documents and escalating issues when necessary to minimize impact on scope, budget, timeline and quality. This includes identifying project risks for the Owner Controlled Insurance Program (OCIP).
• Works with Project Managers to assist in reviewing, verifying, and managing the budget at all implementation stages, working with the design team and user groups to reconcile scope approvals and changes to budgets.
• As part of the project team, ensures the project team's compliance with relevant government and University policies and building codes, maintaining safety standards in all aspects of the project.

Administration & Reporting 

• Maintains records of construction and inspection activities and makes recommendations for payment of contractors
• Ensures tracking and comprehensive reporting on budget, schedule, quality, client interaction, and other project success metrics.
• Issues work orders and purchase requisitions.

Project Communication 

• Communicates progress and issues to stakeholders and manages all client relationships.
• Liaises effectively with Clients, Engineering and Infrastructure, Supply Management Services, contractors, EH&S, Security and Code Authorities to facilitate any changes, modifications, or resolutions of project problems.

Minimum Qualifications

• A University, or college degree, or technology diploma in a construction, engineering, or engineering technology-related discipline is an asset, however, combinations of education and experience will be considered
• 3 years of progressive experience in related design and construction activities, including managing project deliverables
• Formal training/experience in building construction, construction administration and project management
• Experience and Knowledge of Lean Design and Construction principles will be prioritized
• A desire to learn, progress, and improve is essential
• Excellent oral and written communication skills
• Possession of financial analysis and reporting skills, and a high degree of related analytical and problem-solving skills.
• Negotiating skills, an ability to effectively explore alternatives and positions and reach outcomes that can achieve support or acceptance from all parties.
• Strong skills in Microsoft Office Suite and Google Suite of applications; google-docs, google-sheets, google-drive, google-meets
• Highly organized individuals and have a significant administrative function as part of the role
• Working knowledge of mechanical, electrical, architectural and structural building systems, legislation and application of building and related codes as well as U of A policies and procedures
• The successful candidate will be highly collaborative, and able to work in a complex and fast-paced environment. A positive attitude and ability to collaborate with a large variety of stakeholders are required
• Working knowledge of contract law and construction processes is also required