Project Management Assistant
Project Management AssistantRequisition ID: 15075
The City of Vancouver is striving to become the greenest city in the world, and a city powered entirely by renewable energy before 2050. We are proud to be one of BC's Top Employers, Canada's Best Diversity Employers, and one of Canada's Greenest Employers. With employees that have helped Vancouver consistently rank as one of the world's most livable cities, the City values a diverse workforce which represents the vibrant community we so proudly serve.
Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.
Main Purpose and Function
Project Management Assistant (PMA) provides project management support to the Building Condition Assessment (BCA) Program Manager in Real Estate and Facilities Management (REFM) including all phases of planning, execution, control and closeout. The BCA program is a multi-year, multi-million dollar investment involving third party visual assessment of the condition of building elements within a portfolio of over 300 City of Vancouver buildings. The PMA will be responsible for liaising with a large range of stakeholders including the consultant team, City of Vancouver staff and other service delivery partners to ensure the efficient and effective sustainment of the program. Under the guidance of the Program Manager, this position ensures the ongoing accuracy of the inventory of building systems within the portfolio database. The Project Management Assistant will also make recommendations to the Program Manager on improvements to processes, tools or training to better meet business and stakeholder needs.
This position will be based out of Evans Works Yard. The successful candidate may be required to change locations as operational required.
Specific Duties and Responsibilities
- Day-to-day management of the BCA program including planning and scheduling of assessments, conducting site visits and orientations, reviewing and approving deliverables, monitoring project budget, schedule and scope, and coordinating and engaging various stakeholders.
- Creates and maintains project planning and execution documentation that may have operational and financial implications (e.g. project plans, status reports and risk registers)
- Tracks critical project milestones and follows up with accountable stakeholders to ensure outcomes are delivered
- Coordinates project team and stakeholder meetings and deliverables arising from them, documents and tracks actions and decisions arising from project meetings
- Creates and presents project-related content, often of a technical nature, to project team members, department stakeholders and senior executives
- Acts as a “super user” of the asset management software and ensures the ongoing accuracy of the inventory of building systems within the portfolio database
- Highlights potential risks and issues related to timeline, budget or quality and makes recommendations to the Program Manager on modifications to scope, processes, training or tools used to support assessment outcomes to accommodate changing organisation needs
- Tracks key project benchmarks and KPIs internally and externally to determine project performance
- Conducts strategic analysis of project-related topics (e.g. external benchmarking, leading practices research, survey analysis)
- Supports other projects and initiatives in Facilities Sustainment and REFM as assigned
- Other duties related to the work.
Education and Experience:
- University degree or an equivalent combination of education, training or experience
- Education and experience in the field of building science (architecture, engineering or equivalent) considered a strong asset
- A minimum 2-3 years of experience working on projects and in a team environment
- Formal training in project management methodologies, preferably consistent with those provided by PMI (Project Management Institute), considered an asset
- Experience working in a municipal setting considered an asset
Knowledge Skills and Abilities
- Proactive, organized, and innovative with excellent follow-through and demonstrated ability to engage project stakeholders and drive teams toward results
- Considerable knowledge of computer applications, and the ability to learn new applications quickly, with a particular emphasis on Asset Management Software
- Demonstrated knowledge of a wide variety of building systems including the ability to read and extract information from building drawings (architectural, mechanical, electrical, etc.)
- Excellent data analysis skills including the ability to work will large data sets
- Demonstrated knowledge of project management methodologies and standards
- Sound knowledge of the fundamentals of budgeting and standard costing procedures
- Ability to independently coordinate project tasks to achieve stated outcomes.
- Ability to write effectively, organize and maintain project documentation, prepare status reports and summaries.
- Ability to communicate clearly and concisely orally and in writing, including preparation and conducting presentations, with all levels of the organization
- Ability to multitask and to be adaptive and flexible in a fast-paced and changing environment.
- Ability to develop and maintain effective working relationships with a wide variety of internal and external stakeholders
Business Unit/Department: Finance, Risk & Business Plan (1150)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: February 2020
Position End Date: January 2022
Salary Information: Pay Grade GR-024: $36.45 to $43.04 per hour
Application Close: February 2, 2020
At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. We encourage applicants from diverse backgrounds, including Indigenous applicants, all genders, nationalities and persons with disabilities.
We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.