Projects Coordinator

2 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department VP Research Unit VP Research Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family Category Staff Number of Vacancies 1 Position Summary

**_Primary Functions:_**
- The position assists in the advancement of the mission, goals and strategic plan of the University of Regina by undertaking a diverse range of special projects on behalf of the Office of Vice-President (Research).
- The Project Coordinator has independent responsibility for leading the planning, design, and implementation of multiple and complex projects. The incumbent is responsible for managing project scope, schedule, cost, quality, human resources, communication, risk, procurement, and relationships to provide the requirements that meet the needs of the primary stakeholder.
- Key projects for this position will be to plan and implement events for the University of Regina Graduate Advanced Training & Entrepreneurship Centre (GATE).

**_Specific Accountabilities:_**
- During the implementation of projects, the Project Coordinator maintains close working relationship with the Senior Advisor and develops close working relationships with representatives from various facets of the campus community.

**Responsibility: Research Enterprise Event Project Management (Planning, Implementation and Closing) Duties**
- Coordinate the planning for numerous events and occasions simultaneously
- Communicate in person, via telephone, video conference and written correspondence with internal and external stakeholders regarding details of events
- Update current or create new stakeholder profiles which include contact information and contact history
- Research costs to put together a draft budget for approval
- Negotiate and work with stakeholders and vendors in a professional and informed manner, to address all logístical needs of an event
- Communicate with relevant departments on/off campus regarding details and needed services for events; ensure employees are updated of any changes or cancellations; facilitate communication between stakeholders and relevant areas to ensure stakeholder’s expectations are met
- Post-event follow-up including written event analysis and recommendations
- Enforcement of University policies and procedures
- Ensure highest quality of service is provided to stakeholders

**Responsibility: Office administration Duties**

Provide coverage for the Senior Advisor to the Vice-President (Research) during vacation leave or at other times, as required. During these times, responsibilities may include:

- Preparing documents, presentations, and briefings for the Vice-President (Research);
- Drafting speaking notes and correspondence for the Vice-President (Research) or other senior administrators;
- Handling incoming inquiries on behalf of the Vice-President (Research) and draft responses before original document goes to the Vice-President (Research) for approval;
- Editing and reviewing documents for the Vice-President (Research) prior to publication or release.

**Responsibility: Project Initiation Duties**
- Collect processes, historical information and procedures relevant to a project.
- Determine project objectives, deadline, and cost with project sponsor.
- Determine project assumptions and constraints.
- Provide expert guidance in preliminary project scope statement with President or client representative.
- Create cost estimates for budget purposes. Identify sources of funding internally or externally.
- Identify stakeholders and key appointments to include in the project team.

**Responsibility: Project Planning Duties**
- Initiate and develop a project management plan, which includes project structure, integration processes, communication, human resources, and safety.
- Develop and refine scope requirements with sponsor and client representative(s). Revise and communicate associated budget and schedule changes.
- Develop organizational plan for team development - identify and assign project roles, responsibilities and reporting relationships for each individual project.

**Responsibility: Project Execution Duties**
- Lead team. Ensure that project areas and existing knowledge of project are compatible with duties assigned.
- Facilitate on-going reviews with sponsor, client representative, consultants and president.
- Define, adjust and communicate scope, budget, and schedule.
- Services - Responsible for ensuring that the University of Regina policies are followed to provide a fair and open process in the procurement of such services. Prepare or write procurement documents.
- Monitor progress to identify variances from the project management plan. Take corrective actions necessary to meet project objectives.
- Inform stakeholders through communication plan, resolve issues, and perform project plan updates.

**Responsibility: Project Close and Reporting Duties**
- Organize, document, and complete final inspection. Ensure all deficiencies are completed in

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