Project Coordinator, Facilities Development

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Position Overview

The FD Project Management Office within the Facilities Development is currently seeking a Full-time Regular Project Coordinator.

The mandate of the Project Management Office (PMO) is to assume responsibility for the successful delivery for all capital projects on campus, inclusive of new construction, building renovation/refurbishment and/or upgrading to existing capital infrastructure. In fulfilling this work, the PMO collaborates extensively with project sponsors, Campus Planning, Campus Engineering, Office of Campus Architect, university financial administrators, Facilities Management, Office of Sustainability, Employee, Health and Safety and Supply Chain Management to ensure that deliverables achieve the intended outcomes. Additionally, in fulfilling this mandate, the PMO assumes an active oversight and coordination role in directing and monitoring the performance of contractors and design consultants. The intended objective is to ensure that all projects are delivered effectively, efficiently, and safely and meet established performance targets.

The Project Coordinator reports directly to a Project Manager and the primary responsibility is to direct, organize and control project activities, under the direction and supervision of a Project Manager. Project Coordinator will support and collaborate with the Project Manager in overseeing and management of projects. The Project Coordinator does not have the full authority to make all decisions and the ultimate responsibility lies with the Project Manager. The Project Coordinator will also provide advice and support to the PMO with respect of project delivery techniques, methods and risk management. Familiar with the University of Calgary “Statement on Principles of Conduct” and conducts themselves according to these Principles in all situations when acting on behalf of the University of Calgary.

The Project Coordinator must be able to make independent decisions on work methods and procedures while identifying practical and economical solutions to the various problems which may be encountered during the project implementation. The normal work schedule is 35 hours per week. Overtime, including weekend meetings may be required.

The principal role of the Project Coordinator is to keep the project and all related processes running smoothly and efficiently, under the direction of the Project Manager. The main duties are to coordinate activities, equipment, resources and information. The position is responsible for developing and managing assigned projects from inception through detailed design, implementation and close out. Projects shall adhere with the internal PMO Project Delivery Processes.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

• Assist the Project Manager with the drafting and issuance of project charters, project schedules, budgets, work breakdown structures/packages, cash flows, change order documentation, quality assurance plans and project reports. Ensures all documentation is properly initiated, checked, authorized, and maintained.
• Keep the Project Manager and others informed about project status and issues which impact project delivery/outcomes.
• Perform change control, schedule control, cost management, quality assurance, communication, risk management and project support services for the Project Manager and project team. Be responsible for active liaison with the design team, contractors, internal stakeholders and external agencies.
• Track project status to monitor performance of ensure schedule, budget, scope and quality are being measured and tracked through the use of performance criteria & the specifications set out in the Project Charter, contracts and/or design documents.
• As the delivery of capital projects has a significant impact on ongoing campus operations and the environment (teaching research and business operations), work packages and project related activities must be scheduled and delivered in an efficient, effective, safe, minimally disruptive and environmentally sustainable manner.
• Coordinate the creation and assembly of all documentation which complies with the University’s sanctioned Project Delivery Process, including but not limited to project charters, funding approvals, monthly/quarterly reports, cost monitoring reports and integrated change management and standard project management tools.
• Ensure compliance with University standards, policies and procedures and ensures that work is completed in compliance with applicable building codes and other relevant legislation.
• Track the progress and quality of work being performed by design disciplines, contractors and other service providers.
• Use project scheduling and control tools to monitor project plans, completion of deliverables, schedules, budgets and expenditures.
• Analyze and resolve issues that have the potential to jeopardize performance and/or ability to meet agreed upon deliverables; analyze financial and operational reports.
• Ensure project close activates and sign off are down within assigned timeline requirements as set out by the dept.
• Review and authorize payment of invoices, progress claims, etc.
• Issue minutes, change orders, purchase requisitions and forecasts.
• Routinely handle potentially sensitive and confidential information within various projects. Active communication with clients at all levels including multiple internal and external stakeholders is required, and to that end project tasks and activities must be coordinated and actioned in such manner as to enable the project to be completed in an efficient, effective, safe and environmentally sustainable manner.
• Effectively and accurately communicate relevant project information to project sponsor, project stakeholders and PMO leadership.
• As directed by the Project Manager, may oversee contractors and consultants and chair project meetings.
• Work collaboratively with Supply Chain Management to procure and contract the required design and contracting services and to this end, will strictly adhere with university procurement policies and procedures.
• Ensure compliance with University standards, policies and procedures and ensures that work is completed in compliance with applicable building codes and other relevant legislation and regulations.
• Working with university stakeholders and external consultants and contractors, ensure for the effective planning, preparation, execution and monitoring of project deliverables, schedules and budgets within established parameters.

Qualifications / Requirements:

• 3-5 years of progressive experience supporting project managers and/or managing projects related to the construction industry, including capital renewal, renovations, and new construction.
• Post-secondary degree or diploma in the area(s) of engineering, architecture, project management, and/or environmental design. Alternatively, in lieu of degree or diploma, a combination of progressive 5+ years experience  coordinating construction projects in conjunction with project management formalized training will be considered.
• Comprehensive knowledge of construction documents, drawings, and specifications as well as current building construction practices and methodology. This include disciplines in architectural, mechanical, structural, electrical & instrumentation, and HVAC.
• Understanding of project cost management principles and experience monitoring/controlling project financials, including budgets, commitments, and actual expenditures.
• Ability to create project schedules and monitor and control schedule throughout the lifecycle of the project.
• Strong understanding of scope management and the ability to work closely with the relevant stakeholders and owner representatives for successful delivery of the approved project.
• Experience with contract management and administration, including the CCDC format as well as contract management processes such as tendering, RFIs, change orders, lien holdbacks, etc.
• A Project Management Professional (PMP) designation from the Project Management Institute is desirable.
• Intermediate proficiency in the use of computerized project management systems. Examples including but not limited to Archibus PM module, Share Point, Microsoft Project and Microsoft Excel
• Excellent verbal and written communication, planning and organizational skills are required.
• Ability to demonstrate tactfulness, a collaborative nature, and professionalism while working with a variety of stakeholders
• Strong planning and organizational skills are essential. Must be able to multi task and to efficiently allocate his/her time among multiple projects which are assigned.
• Superior flexibility and the ability to respond well to rapidly changing needs and priorities.
• Maintains good judgment under pressure.
• A valid Class 5 driver’s license (cannot be a graduated license) with proven good driving record (abstract required).

Application Deadline:  January 17, 2024.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 3.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . 

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups . Start something today at the University of Calgary. For more information, visit ucalgary.ca .

The University of Calgary has launched an institution-wide Indigenous Strategy  committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected] ) and requests for accommodations can be sent to Human Resources ([email protected] ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.