Project Coordinator (Government, Education, Policies, Strategic Plans)

Job title: Project Coordinator (Government, Education, Policies, Strategic Plans)

Job description: One of our major Government clients is looking for a Project Coordinator (Government, Education, Policies, Strategic Plans)

Length: 12 months contract with the strong possibility of an extension

Location: Toronto, ON (Hybrid – Generally 2 days minimum in office)

Working Hours: Monday to Friday, 8:30 a.m. to 5:00 p.m., 7.25 hours per day/5 days per week

Business Unit: Corporate Services Team

CLIENT BACKGROUND:

Our client is an arm’s-length agency of the Government and is governed by a Board of Directors, which is comprised of nine members, and a Chief Executive Officer.

Our client is responsible for a range of assessment initiatives, including the design, administration, scoring and reporting of comprehensive province-wide assessments. Using the results, the agency makes recommendations to the Minister of Education on the quality, effectiveness, and improvement of elementary and secondary education in Ontario and reports the findings to the public.

ROLE MANDATE:

The Project Coordinator is an Advisor to the Corporate Services Team. The incumbent will strategically manage, coordinate, and provide advice to senior section managers and implement significant projects, conduct gap analysis, assess policy requirements, and develop program policy and related operating guidelines. As an advisor to the Corporate Services Team, the incumbent plays a key dual role and acts as a primary resource and an expert for the director and section managers in the management, coordination and implementation of complex, multi-year special projects and policy/program initiatives.

ROLE RESPONSIBILITIES INCLUDE (but are not limited to):

1. Strategic Project Management:

• Provides overall strategic management, coordination, quality control authority and advice for projects and concurrent initiatives involving subject matter experts, external service providers and managers; manages project work from start through completion, identifies milestones/timelines, financial, material, and human resource requirements ensuring that contractual commitments are achieved
• Ensures the integration, alignment, and regularization of projects within the business framework of strategic plans; evaluates, identifies and recommends any changes/improvements as a result of the implementation of project deliverables; trains and ensures knowledge transfer with branch staff
• Sets work priorities, acts on time-critical tasks and milestones, applies techniques of issue and risk management, communicates overall project plans, reports on progress/updates to the management team; manages/guides the accurate and timely documentation of project work to agency standards

2. Strategic Advisory Services / Issues Management:

• Demonstrates sensitivity to issues being faced at the agency, provides interpretation of regulations as well as sophisticated and specialized input for the resolution of complex project management issues that could cause delay or have a significant financial impact
• Presents to subject matter experts, external service providers and the management team, strategic plans supporting projects and change initiatives, including shared accountability (e.g., clarifies roles); contributes to the evaluation of strategic plans and seeks input from all participating parties
• Provides interpretation of policy and regulations as well as sophisticated and specialized input and recommendations for the resolution of complex project management issues that could cause delay or have a significant financial impact; ensures that all work is completed as per regulatory and policy requirements

3. Consultation / Communications / Partnership & Relationship Management:

• Takes a lead role in establishing and coordinating relationship and consultation processes with all staff, clients, partners and stakeholders; manages strategic issue resolution and shares information; ensures a focus on delivering value added services to both internal and external parties
• Encourages/cultivates collaboration, secures support and commitment and promotes initiatives (e.g., chairs communities of practice, encourages discussions and negotiations regarding changes/improvements to policy, procedures, standards)

4. Coordination of operating policies, standards, and procedures:

• Engaging with Subject Matter Experts (SME) to conduct gap analysis to identify policy and related procedure requirements, and develop annual work plan for approval
• Prepares policy options for section and branch management’s consideration/approval and drafts policy documents within the branch policy management framework
• Prepares draft plans to communicate and implement policy, standards and procedures across the agency
• Provides follow-up, via consultation, to secure approval, to ensure implementation and to resolve any operating problems

5. General Administration:

• Collaborates/works closely with all corporate services leadership and staff
• Works with unit staff in

…

terms of project progress reporting and related financial implications, and the progress of payments

*The director has the right to assign additional duties

CONTACTS/STAKEHOLDERS:

1. Internal

• With the Branch Management Team, senior management and other senior ministry officials to: train, brief, advise and provide authoritative interpretation of project details and progress; discuss priorities; discuss and arrange project schedules; resolve urgent and complex problems and recommend strategic solutions; exchange information and discuss matters of mutual interest
• With ministry financial, Human Resources and administrative staff, to discuss budgeting, financial, procurement, administrative issues/matters; influence contract management and procurement activities; seek/provide advice into those functions
• With internal committee and work group members to represent Corporate Services branch and present strategic plans for new projects and/or initiatives

2. External

• With external cooperators and partners to: establish relationship and consultation processes; manage strategic issue resolution; ensure a focus on delivering value added services to all parties; share information and discuss matters of mutual interest
• With external committee/work group members, as required.

REQUIREMENTS:

1. Knowledge/Skills:

• Project planning, management theory, principles, project lifecycle methodologies and project leadership, to: plan, coordinate and manage, projects and initiatives, including project governance, scope, objectives, resources and responsibility (i. e., ensures a successful planning phase, execution phase, and summary/wrap-up phase to projects ensuring that budgets are met and milestones are achieved)
• Shared accountability, performance measurement, risk management and reporting, to contribute to the evaluation of strategic plans and confirm roles, functions and accountability for projects/initiatives for all participating parties
• Agency strategic directions, mandate, objectives, programs and policies, to manage project and initiative priorities and ensure their integration and alignment with the business framework of Branch strategic plans
• Program and policy planning, development, implementation and management, to support changes/improvements
• Government financial, budgeting, procurement, tendering and contract management processes as well as managerial skills, to: plan, organize and direct the coordination of human, financial and material resources for projects; plan and develop complex business cases and financial approval submissions projects; understand and implement government’s and ministry’s objectives, while remaining within budget
• Ministry legislation and policies, policies and directives
• Freedom of Information and Protection of Privacy Act (FIPPA), directives and procedures, to ensure confidentiality of information in responding to issues that may have impact for the Minister, Deputy Minister and Assistant Deputy Minister and agency senior management
• Oral and written communications skills, to: liaise and collaborate with a broad range of internal and external contacts and manage consultations; act as an authority in the provision of specialized/sophisticated project advice and recommendations to ministry, stakeholder and agencies’ officials up-to and including the offices of the Minister, Deputy Minister and Assistant Deputy Ministers and agency senior management with respect to the implementation of projects/projects results; prepare/oversee the preparation of technical written resources and other administrative material
• Computer skills, to perform day-to-day work activities and develop complex/confidential written materials; plan, forecast and oversee/direct project activities. Experience with MS Office, MS Project, MS Teams, and MS SharePoint

2. Interpersonal / Influencing Skill

• Consult, liaise and collaborate with a broad range of internal/external contacts, and influence senior management decisions through the provision of advice and recommendations with respect to the implementation of projects. Train branch staff on project management systems and processes
• Collaborate with Contract Specialists and influence procurement and contract management activities related to project work. Networking and Political Acuity
• Provide authoritative advice to the ministry’s officials on project work up to and including the offices of the Minister, Deputy Minister and Assistant Deputy Ministers and agency senior management
• Apply proper/sound technical knowledge/judgment in advising and approving changes to the scope of project work

3. Analyzing / Problem Solving Skill

• Provide interpretation of policy drafts, regulations as well as sophisticated and specialized input for the resolution of complex project issues; ensure that all work is completed as per regulatory and policy requirements; provide briefing on projects/initiatives and make recommendations to the Branch Management Team and other agency senior executives on the management of complex and contentious issues, including risks and mitigation strategies resulting from the evaluation of strategies/plans and their impact on projects/initiatives

4. Decision Making / Responsibility

• Performing a variety of leadership and management roles, including the training, planning, oversight, and progress of projects and initiatives that impact on the strategy/plans and programs objectives
• Identify critical timelines with regard to project schedules and propose solutions; decide on changes to project plans given changing program priorities, timelines, and financial resources
• Identify opportunities to bring together communities of practice and appropriate subject matter experts in support of various project work

URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.

The recruiter in charge of this role is San.

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Please note that this is the most up to date version of job description available at this time – During Client Interview you will receive additional information – variance may apply!

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