Part-time Project Support Officer

2 weeks ago

Ottawa, Canada Algonquin College Full time

Department:
Academic Access Centre (Alana Anderson)

Position Type:
Part-Time Support

Salary Range:
$28.20-$32.70-Hourly

Scheduled Weekly Hours:
24

Anticipated Start Date:
July 10, 2023

Length of Contract:
10 Months

Posting Information

Posting Closing Date:
July 4, 2023

Please note: jobs are posted until 12:01 am on the job closing date.

**Job Description**:
The Project Support Officer provides the operational and administrative coordination support for the Skills for Success project, funded by the Ministry of Labour, Immigration, Training and Skills Development. This position primarily serves the clerical, class logistics planning and communication needs of the project.

The position also coordinates related administrative efforts for reporting and information gathering purposes, such as but not limited to budget, working group activities, change management and external vendors. This position will support the Project Manager who has the primary responsibility for the budget.

The Project Support Officer also provides administrative assistance to the Project Manager including meeting schedules, appointment booking, minute-taking, and related tasks.

Duties and Responsibilities:
Coordinates Project Support- Facilitates the Project Manager’s work by providing the necessary project support including maintenance and filing of reports, templates, and liaising with the Project Management Office for best project support practices.- Works closely with key project stakeholders to ensure clear reporting and communication about project milestones and risks.- Escalates timeline concerns that arise from scheduling conflicts.- Tracks and reports attendance at project meetings to inform decision records.- Coordinates and adheres to the Project Management Office guidelines, templates and standard work protocols for project documentation, reporting and coordination.- Documents and tracks all project decisions and reports.- Maintains and supports lean methodology in project work.- Coordinates all administrative project support to ensure clear, effective and consistent practice.- Daily communication with the Project Manager to ensure project support objectives are being met.

Administrative Assistance- Updates and maintains project calendars that includes the Project Manager, Working Group(s) and other related project groups.- Organizes, prepares for, and schedules meetings and work-back schedules for the facilitation of project timelines and deadlines.- Informs the Project Manager of operational concerns.-
- Responds to internal and external inquiries, redirecting as appropriate.- Supports document preparation, proofreading and recording, as required.- Creates and maintains files, policies, and procedures for the project.- Supports the creation, maintenance or transfer of confidential files.- Organizes routine work tasks.- Plans and organizes project team meetings in consultation with the Project Manager.- Coordinates the inventory of office supplies, forms and equipment for the project, including tracking the assets (e.g. laptops) that are purchased and loaned to students as part of the project.- Supports the Project Manager with budget-related tasks including: Preparation of requisitions, tracking of outstanding purchase orders, reconciling received items against original purchase orders and resolving discrepancies, as required.

Required Qualifications:
- Minimum of two (2) year diploma or equivalent in Office Administration, Business Administration, Project Management;- Minimum of two (2) years experience specific to project support, office administration or administrative assistance.

Anticipated Weekly Schedule:
- 4 days a week to be determined upon hire
- This position is paid at Payband F Comparator

This position is eligible for hybrid work in conjunction with the College's

Flexible Work Arrangement Policy

Support Staff Collective Agreement

.

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