Project Administration Coordinator

Job title: Project Administration Coordinator

Job description: Department: Information and Comm. Technologies

Job Type: Limited Term

Full-time/Part-time: Full Time (
=1249 hrs/year)

Campus: Waterloo

Reports to: Associate Director, ICT Strategic Initiatives and Communication

Employee Group: WLUSA

Application Deadline: July 22, 2022

Requisition ID: 4267

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a and , Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

Position Summary:

Reporting to the Associate Director, ICT Strategic Initiatives and Communication, the Project Administration Coordinator is accountable for providing project, communication, and administrative support for projects within ICT, Office of the CIO and the ICT Projects and Consulting Office. The incumbent is responsible for helping to coordinate and implement strategic and continuous improvement initiatives at a department and enterprise level, as well as additional activities that arise from day-to-day business within ICT.

The Project Administration Coordinator works in a dynamic environment in support of the strategic objectives of the University and effectively applies business analysis and project management methodology to enforce internal project standards. In addition to collaborating with immediate team members and the internal Laurier community, this position will also work with external stakeholders such as service providers, technology vendors, and other university partners.

This position has a university-wide mandate and will be based at the Waterloo campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, Kitchener, the Brantford Campus, Milton, and external partners.

Accountabilities:

Project Coordination

• Completes project planning activities, including creating and maintaining the project charter, project workback schedule, status updates, communication plans, and risk and change management documentation
• Provide logistical support by coordinating with members of the Project and Consulting Team in preparing project documentation, reports, minutes, executive summarizes and action items
• Coordinates technical and User Acceptance Testing (UAT) on projects prior to client facing UAT
• Coordinate logistics and assist with administrative duties in conducting web-based meetings and in-person meetings with multiple stakeholder groups that involve both internal staff and faculty and external vendors
• Develops and works within the team to create and test training documentation for software implementation
• Coordinates the roll out, training and user support plans particularly in the area of change management
• Follows ICT Project Management Methodology, uses tools and best practices as defined by the Projects and Consulting Office
• Provides coordination assistance to the Office of the CIO and ICT’s leadership team for specific projects (i.e. scheduling meetings, coordinating calendars, taking meeting notes)
• Assists in coordinating timely payment of internal and external invoices

Communication

• Acts as the key liaison for projects between different university departments, ICT and external vendors
• Editing and updating of web content, drafting and editing email communications, project documents and supporting the coordination and development of community events.
• Attends various project update meetings to stay abreast of developments affecting communications content and plans.
• Proactively communicates and collaborates with representatives from a variety of stakeholder groups in a multi-campus environment (technical and functional)
• Facilitates team and client meetings effectively
• Creating presentations; compiling and developing documentation upon completion of projects to enable efficient support and maintenance of the deliverables
• Resolves and/or escalates issues in a timely fashion

Technical

• Informs management through written and oral presentations of new initiatives or changing technologies which have an impact on clients
• Complies with and helps to enforce standard ICT and University policies and procedures
• Suggests areas for improvement in internal processes along with possible solutions
• Follows business analysis, project management, and change management best practices

Qualifications:

• University degree, preferably in Information Technology or Business Administration discipline.
• Minimum two (2) years of related project administration and coordination experience.
• Experience leading a variety of small to medium sized projects where attention to detail and budget constraints are imperative to success. Completion of a Project Management certificate would be considered an asset.
• Experience in an educational institution is a distinct asset.
• Excellent interpersonal skills and the ability to interact effectively with individuals from a diverse academic and cultural background; ability to work collaboratively with academic and administrative staff and occasionally students.
• Excellent computer skills, including knowledge and proficiency of MS Office Products (Microsoft Word, Excel, PowerPoint, etc.), MS Collaboration Applications (Teams, SharePoint), and ERP software.
• Proven ability to problem-solve and maintain confidentiality when dealing with sensitive and confidential issues using diplomacy, discretion, and tact.
• Effective verbal and written communication skills. Should be able to adapt communication style to suit different audiences.
• Effective organizational skills.
• Effective and efficient operation in a dynamic environment with many interruptions and competing priorities.
• Proven ability to work independently with high degree of initiative, creativity and sound judgment.
• Excellent interpersonal skills with the ability to work in a team environment.
• Attention to detail and high accuracy required in order to perform daily tasks.
• High-level of understanding of the project lifecycle and project management methodology.​

Compensation:

Position Grade: SH-07

Rate of Pay: $32.65 – $38.41 per hour

Hours of Work: This is a full-time, limited term position for 18 months. The normal hours of work are Monday-Friday 8:30am-4:30pm

Job Evaluation Factor Scores:

This position has been deemed eligible for .

Please refer to the attached for details.

Job Evaluation Factor Scores

WLUSA/WLU Job Evaluation Factors

Score

Education and Experience

6

Interpersonal Skills

3.5

Applied Reasoning and Analytical Skills

4

Physical Skills

3

Co-ordination and Planning

3.5

Responsibility for Others

1

Impact of Decisions

3

Mental Effort

3

Physical Effort

3

Multiple Demands and Priorities

2

Working Environment

1

All Laurier employees and students are required to comply with the University’s . Effective May 1st, Wilfrid Laurier University will pause its proof of vaccination requirements. Should these recommendations change, vaccination requirements can be reinstated on short notice. Community members should remain up-to-date with their COVID-19 vaccinations.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at

Should you be interested in learning more about this opportunity, please visit for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Company: Wilfrid Laurier University

Expected salary: $32.65 – 38.41 per hour

Location: Waterloo, ON

Job date: Fri, 15 Jul 2022 04:30:06 GMT

Job Source: Careerjet.ca

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