Senior Coordinator, Projects

University of Ottawa•Lexington, MA

23h

About The Position

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more! There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do. Position Purpose : The Senior Coordinator, Projects , supports the coordination of a variety of recurring special projects and business operations within Client Relations primarily related to student and guest accommodations, and the ongoing quality of student residences and summer hotel accommodations. Under the leadership of the manager, customer relationship and project management, the incumbent plans, coordinates, and executes on all aspects of an assigned project, working in collaboration with internal and external stakeholders in support of the University's objective to optimize the student and client experience.

Requirements

Three years related experience involving project management.
Postsecondary education in business administration, management or another combination of relevant education and experience.
Bilingualism – French and English (oral and written) essential.
Knowledge of project management principles and methods.
Knowledge of budget management principles.
Working knowledge of Project Management software.
Knowledge of process mapping.
Effective problem-solving, communication, organizational and presentation skills.
Excellent interpersonal skills, including the ability to develop and maintain positive relationships with a diverse clientele and ability to communicate with respect, tact, and discretion.
Ability to lead a team of various stakeholders through influence without delegated authorities.
Ability to motivate a team and to collaborate with multiple stakeholders.
Ability to develop new services and revenue generation streams.
Proven commitment to client satisfaction.
Ability to work independently and in a team.
Strong negotiation and leadership skills.
Knowledge of contracting and procurement guidelines.
Knowledge of the University's policies, guidelines, and regulations regarding residence and guest accommodations.
Strong organizational skills to manage a high-paced, high demand environment with strict deadlines and ongoing operations.
Ability to analyze documents and/or applications and interpret their meaning to apply appropriate rules and procedures.
Experience in the maintenance and development of standards and Key Performance Indicators in day-to-day procedures.
Ability to analyze problems and find potentials solutions.
Ability to work outside of normal working hours (evenings, weekends) and overtime hours as required.
Ability to respond in the event of an emergency.

Nice To Haves

Project Management Certification is an asset.

Responsibilities

Establishes the project’s objectives and priorities, timelines, deliverables, and resource/budget requirements for a range of cyclical and special projects (e.g.: annual move in of students into residence; Open house events, new technologies implementation) under the leadership and guidance of the manager or project sponsor.
Coordinates activities, tasks and logistics associated with approved project plans; monitors projects throughout all work steps and stages, ensuring budgets, timelines, scope and deliverables are as per plan.
Leads the coordination of activities such as committees with multidisciplinary teams, including managers, technical and skilled staff, volunteers, and external partners.
Maintains and executes the configuration, access control and access levels for multiple software and tools required for the success of student assignment and summer hoteling operations.
Identifies risks associated with project plans; develops alternative solutions and provides recommendations to mitigate risks; ensures critical issues are discussed with or escalated to the manager or project sponsor to ensure their appropriate resolution.
Identifies key performance metrics, and lessons learned over the lifecycle of an assigned project and develops recommendations to improve on subsequent project plans.
Ensures project records are well documented and maintained to optimize the efficiency of recurring projects and the execution of work plans.
Develops cooperative relationships and partnerships with internal and external service providers and community stakeholders to facilitate a wide range of activities in support of assigned projects and initiatives; coordinates service event fairs with stakeholders to promote the University and the quality of residence life by emphasizing the quality of accommodations, as well as the many benefits and services offered.
Monitors a variety of service contracts and project schedules to ensure the successful completion of project activities, many of which are directed towards enhancing student and guest accommodations and a superior student/guest experience.
Provides subject matter expertise to Request for Proposal processes for service contracts by documenting specifications and determining proposal evaluation criteria.
Supervises casual staff, student staff, and over 100 volunteers particularly in the summer months, providing guidance on work assignments and tasks in support of specific project mandates, such as the move in preparation for new and returning students to the University’s residences (staffing, performance evaluation, short term goal setting, dedicated work assignment, leave and absence management, etc.) to ensure that the project delivery timelines are met.
Acts as a resource person for other campus services such as Sports Services and Wellness to support the recruitment of volunteers for events on campus.
Acts as a second line and specialized resource person for complex issues related to the sector’s technology and software tools to assist team members.
Completes initial testing of sector technological improvements or upgrades that support the business unit, captures, and escalates technological issues to the university’s central IT team as needed.

Benefits

The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

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