8972BR - Project Coordinator

Job Posting

Halifax Regional Municipality is inviting applications for the full-time permanent position of Project Coordinator in Information Technology.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

The Project Coordinator reports to the Manager, PMO and supports and works directly with Project Managers (PM) and project teams and the Portfolio Manager. In addition, they will coordinate with Finance, Procurement, and IT Operations Managers as required.

The Project Coordinator's primary functions are to support the PMO and Portfolio team with the overall managing and planning of the $10-$15M dollar IT Portfolio, the preparation and presentation of the annual IT Capital Budget and also the successful delivery and regular reporting of on average 22 in-flight IT Projects, including some large, multi-year projects. Importantly, this position works on human resourcing, both internal and contracted, as well as other project resources such as funding. Lastly, this position is responsible for enabling the rapid start-up and on-going productivity of significant IT projects that implement high-value, business enabling solutions. The Project Coordinator is an individual who is a mature, self-motivated with strong and effective communication, negotiation and partnering skills.

DUTIES AND RESPONSIBILITIES

• Performs overall resource availability management of IT project staff, including monitoring and analyzing resource assignments, to ensure best use of resources
• Facilitates the hiring of contract project staff including with IT Management and IT Project Managers
• Prepares Request for Proposals to procures project staff in accordance with HRM procurement policies and practices, and relevant collective agreements as required
• Develop Statement of Work for standings offers for staff augmentation
• Participates in the screening, interviewing, and selection, and onboarding (e.g. equipment ordering, access management, etc.)
• Responsible for distribution of contract staff invoices to Project Managers for authorization of payment and for follow up with Finance clerks
• Coordinates and documents contract staff performance reviews through PM collaboration
• Review project budgets and advise PM of variances or areas of concern requiring their further review
• Confirm project funding and ensure that project accounts are properly set up in the HRM financial system
• Analyze and report on capital budget requests including planned timelines for management review
• Support the Portfolio Manager to coordinate capital budget process to collect and summarize budgets
• Identify and coordinate ongoing cost of capital (OCC) with IT Project Managers and Finance
• Support PMs in the creation and updating of key project deliverables including: project plans, project budget tracking sheets, Change Requests, Action Issues, Risks and Decision Logs and weekly Status Reports
• Support PMO and PMs as required in the preparation of RFPs for new solutions including document review, appendices, etc. as well as with the Procurement and RFP activities including preparation and distribution of Evaluation Grids
• Coordinate process for regular Quality Reviews with PMO staff and ensure standard processes and documentation, proper version control, and correct document storage
• Other duties as required.

QUALIFICATIONS

Education & Experience

• Undergraduate degree in one or more of the following areas: Business, Engineering, Computer Science, Information technology, Finance/IT combined or related field or equivalent education and experience.
• Minimum 5 years' experience in a business or government environment in a Project Coordinator role supporting multiple projects at the same time through full project lifecycle, IT resource allocation and procurement, project management and contract development

Technical/Job Specific Knowledge and Abilities

• Strong ability to write, communicate, plan, organize and coordinate work with strong interpersonal skills
• Strong understanding of Project Management methodology, processes and tools preferably in IT
• Solid working knowledge of Project Portfolio Management
• Solid analytical and decision-making skills with attention to detail
• Strong skills and abilities in MS Excel and MS Project and solid knowledge of MS Word and PowerPoint; knowledge of SAP considered an asset
• Financial management knowledge (i.e. Actuals, Forecast, Projections, Variance, etc.)
• Ability to understand collective agreements in force
• Understanding of HRM procedures for logistical items
• Appropriate use of capital, operating, and reserve accounts for project expenses
• HRM (or similar) financial system related to the management of project funds
• HRM (or similar) procurement policies and practice for procuring goods and services
• Experience in contract development and management for IT resource contracts and evaluating IT resources and developing and maintaining standing offers

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES: Decision making, Communication, Organization & Planning, Conflict Resolution, Networking/Relationship Building, Teamwork & Cooperation, Values & Ethics, and Valuing Diversity

WORK STATUS: Permanent, Full-time.

HOURS OF WORK: Monday to Friday, 8:30 am - 4:30 pm, 35 hours per week, with work outside normal hours occasionally required to complete tasks and meet deadlines. May periodically require working in the evening and weekend to assist with meetings and events. Flex options to work outside these hours under a hybrid work model may be available.

SALARY: NU 06 on the non-union salary range; $71,650 - $92,730. Salary to be commensurate with experience.

WORK LOCATION: 14th Floor, Barrington Tower, Halifax

CLOSING DATE: Applications will be received up to 11:59 pm on October 02, 2024.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.