Senior Project Coordinator

Competition 1552

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 in-person at Enterprise Square.

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 Shared Services

Established in 2021, Shared Services is a growing unit responsible for supporting the university in its human resources, finance, and IST administrative processes. We are fortunate to work with faculty, staff, students, alumni, external vendors, and many other third parties. Working with Shared Services means working with a close-knit community of smart, approachable teams who collaborate, exchange knowledge, and identify solutions. Our team of expert problem solvers works with the community to ensure that we meet the end-to-end delivery and service level expectations of our diverse catalogue of services. 

Position 

Reporting to the Manager, Service Innovation, the Senior Project Coordinator plays an integral role in supporting a diverse portfolio of work/projects/events and activities in support of the Shared Services unit. The Senior Project Coordinator will oversee all projects within the Shared Services Unit at the University of Alberta, ensuring the effective coordination, planning, and execution of diverse initiatives. This role is responsible for managing project deliverables, timelines, and related administrative tasks to achieve successful outcomes.

The Senior Project Coordinator will collaborate closely with teams across the University and within Shared Services; including Service Innovation, Business Support Services, the Staff Service Centre, and other service teams, to ensure seamless project delivery and alignment with strategic goals. By providing expert guidance and oversight, this position will drive project success and contribute to the overall efficiency and effectiveness of the Shared Services Unit.

Duties 

1. Project Planning and Coordination:

• Develop and implement comprehensive project plans, including scope, objectives, timelines, deliverables, and milestones. This would also include outlining project phases, setting deadlines, and defining key deliverables.
• Coordinate project activities, resources, equipment, and information.
• Identify potential risks or roadblocks, and proactively address these issues by implementing appropriate solutions, contingency plans, or risk mitigation strategies.
• Assist in the evaluation and interpretation of data and feedback to identify the needs of internal and external stakeholders
• Evaluate and interpret data and feedback to assess the needs of stakeholders, ensuring alignment with project goals. Conduct stakeholder surveys and analyze results to refine project requirements.
• Monitor project progress to ensure that the project timeline will meet necessary deadlines and identify deviations from the schedule in a timely manner. Adjust schedules and resources to accommodate unexpected changes while keeping the project on track.
• Adapt to changes and make necessary adjustments to ensure project milestones are met.

2. Communication and Collaboration:

• Serve as a central point of contact for project teams, clients, senior management, and external partners. Facilitate communication between all parties to ensure project objectives are understood and met.
• Review and prioritize daily incoming correspondence taking action as needed to address project-related issues. For example, prioritize and address urgent client requests or internal escalations.
• Maintain regular communication with stakeholders to provide updates on project status, milestones, and any changes. Prepare and deliver project status reports to keep all stakeholders informed.
• Manage client relationships, ensuring their needs and expectations are met throughout the project lifecycle. Address client concerns and provide timely solutions to enhance satisfaction.
• Report regularly to senior leadership on project progress, including status updates, changes, and potential delays. Prepare executive summaries and detailed reports as needed.
• Plan and/or facilitate meetings, workshops, and presentations to support project objectives and foster collaboration. Organize and lead project kickoff meetings and progress review sessions.

3. Documentation and Reporting:

• Prepare and maintain project documentation, including meeting minutes, progress reports, and presentations. Document key decisions made during project meetings and update project tracking tools.
• Maintain organized electronic and paper filing systems to ensure all project documentation is accessible and up-to-date. Implement best practices for document management and security.
• Ensure all project documentation is accurate, organized, and accessible to relevant stakeholders. Manage access controls and ensure stakeholders can retrieve necessary documents.
• Ensure tracking and comprehensive reporting on budget, schedule, quality, client interaction, and other project success metrics.
• Assist in gathering, consolidating, and preparing comprehensive reports for leadership, committees, and project sponsors. Compile data and insights to support informed decision-making.

4. Resource Management:

• Review, verify, and manage the allocation of resources, including personnel, materials, and budget. In discussion with the Manager, allocate team members to project tasks based on their expertise and availability.
• Track projects against deadlines, ensuring that tasks are completed on time and within scope. Use project management tools to monitor progress and adjust plans as needed.
• Identify opportunities to optimize resource utilization, improving efficiency and effectiveness. Assist in identifying opportunities to streamline processes to reduce waste and enhance productivity.

5. Risk Management:

• Identify potential risks and issues that may impact project delivery.
• Develop and implement mitigation strategies to minimize risks.
• Escalate issues to senior management when necessary and recommend solutions to resolve problems.
• Monitor compliance with relevant government and organizational policies to ensure project activities adhere to regulations. Conduct regular audits to ensure policy compliance and address any discrepancies.

Minimum Qualifications

• Bachelor's degree in a related field (e.g., Business, Human Resources, IT).
• 3-5 years of demonstrated experience in project coordination and/or management.
• Strong knowledge of project management methodologies, tools, and best practices required.
• Proficiency in project management software and tools, including familiarity with project tracking, resource management, and reporting.
• Proven ability to model professional, ethical, and collaborative behaviors.

Preferred Qualifications 

• PMP (Project Management Professional) certification or equivalent is highly desirable. Change Management certification is an asset.
• Excellent communication, leadership, and interpersonal skills, with the ability to build strong stakeholder relationships and effectively interact with stakeholders at all levels, including senior leadership.
• Demonstrated ability to handle multiple projects simultaneously, prioritize tasks, and meet deadlines.
• Strong analytical and problem-solving skills, with the ability to anticipate and address potential issues proactively.
• Superb oral and written communication skills and demonstrated effectiveness to present information to a variety of audiences.
• Position requires a working knowledge of University of Alberta policies and procedures and understanding of university enterprise systems is an asset.