Senior Advisor, Corporate Projects

Job Description

JOB TITLE: Senior Advisor, Corporate Projects

DEPARTMENT: Office of the CAO

POSTING NUMBER: 106668

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35-hour workweek

LOCATION: Hybrid Model*– when working onsite, you will report to the location of City Hall

SALARY GRADE: 7

HIRING SALARY RANGE: $111,485.00 - $125,421.00 per annum

MAXIMUM OF SALARY RANGE: $ 139,356.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: March 24, 2025

CLOSING DATE: April 04, 2025

AREA OF RESPONSIBILITY:

Reporting to the Manager of Corporate Projects, the Senior Advisor, Corporate Projects is a pivotal role responsible for the successful delivery of complex corporate projects across all stages, from planning and coordination through to implementation. The Senior Advisor will work closely with internal and external stakeholders, consultants, and leadership teams to ensure project milestones are met, risks are mitigated, and all deliverables align with the City's multi-year capital plans and strategic objectives.

KEY ACCOUNTABILITIES

This role involves providing expert advice during contract negotiations, monitoring project progress, and ensuring compliance with budget and timeline constraints. The Senior Advisor will also play a crucial role in research, decision support, and offering guidance on technical studies, legal agreements, and design phases. This is accomplished by translating corporate initiatives into project plans; continuous and effective research; creating and leading project teams; collaborating with stakeholders; leading public engagement initiatives; managing consultants; capital budgeting; mentoring staff; supervising consulting work/staff; reporting to committees and preparing recommendations on behalf of management.

KEY RESPONSIBILITIES

1. CONTRACT ADMINISTRATION

- Develop and manage projects in alignment with Project Management Institute (PMI) standards and the divisional project management methodology.

- Collaborate with internal clients to define project scope and ensure the coordination of program information required for preparation of drawings and specifications.

- Gather relevant data from various departments to ensure complete project documentation and accurate scope development.

- Prepare and issue Expressions of Interest (EOI), Request for Proposals (RFP), and Request for Clarifications (RFC), ensuring clarity and alignment with project objectives.

- Provide expert advice and ongoing guidance to consultants throughout the project lifecycle.

- Process and track consultant invoices in collaboration with the Accounts Payable department.

2. COMMUNICATION AND REPORTING

- Offer recommendations to senior leadership and stakeholders to support strategic priorities and enhance project alignment with corporate goals.

- Deliver regular status reports, progress updates, and key insights to leadership teams, including Council, to facilitate decision-making.

- Collaborate with leadership to align on project milestones, ensuring the timely execution of objectives and the achievement of key outcomes.

- Analyze statistical data, assess project performance indicators, and provide insights to leadership, offering recommendations on project goals and objectives.

3. PROJECT ANALYSIS, RESEARCH AND DECISION SUPPORT

- Identify and address areas of improvement by working closely with client departments to refine project deliverables.

- Conduct research and provide ad hoc analysis to support management decisions, helping by making recommendations for improving project management processes and timelines.

- Conduct site visits and inspections, providing expert assessments to inform project decisions and ensure compliance with specifications.

- Possess a foundational understanding of managing architectural and master planning projects to effectively contribute to design and execution phases.

- Ability to identify potential risks across project phases and implement necessary contingencies to mitigate impacts on project delivery.

- Drive continuous improvement by suggesting process enhancements to optimize project development and delivery.

- Evaluate project implications within the context of the City's multi-year capital plans, corporate strategic objectives, funding requirements and funding limitations.

4. PROJECT COORDINATION AND EXECUTION

- Oversee all project stages, ensuring that all relevant details are managed effectively and that each phase is executed to meet project goals.

- Provide direction and support to professionals, consultants, and contractors, guiding them throughout the delivery of project services.

- Review and evaluate procurement documents, consultant proposals, and make recommendations for Council approval.

- Foster collaborative relationships with other City departments, committees and various advisory groups to ensure successful project execution.

- Lead the planning, scheduling and coordination of complex projects ensuring timely and successful delivery.

- Offer technical assistance and strategic guidance to all project teams, ensuring they have the resources and support needed for success.

- Maintain a positive working relationship with the project teams, promoting effective communication and collaboration.

- Develop and implement a risk management action plan, regularly monitoring risks, proactively taking actions to minimize negative impact.

- Handle administration duties related to project governance, including creating project charters, work plans, and schedules to ensure clear and transparent project delivery.

5. TEAMWORK

- Work well within diverse groups to achieve common goals and objectives.

- Participate and elevate the effectiveness as a member of cross-functional teams.

- Assume the duties to support other Divisions within the Office of the CAO as required.

- Demonstrate corporate values at all times.

- Organize and conduct consultation and co-ordinate input on specific related issues from other divisions, agencies and orders of government, members of Council, consultants, landowners, and community groups.

SELECTION CRITERIA:

Education:

- Post-secondary degree in Business Administration, Engineering, or a related field

Experience:

- Minimum 5-7 years of experience in project management, business planning, research and communication with demonstrated experience in leading and delivering complex corporate projects.
- 5 years of experience in supporting/coaching project teams.
- In-depth knowledge of the PMI project management framework.
- Proficiency in the Office Suite, particularly Excel, PowerPoint, Visio, and Word, Outlook.
- Excellent verbal and written communication along with presentation and facilitation skills.
- Must be able to manage multiple activities on projects, organize self and others to meet aggressive timelines.
- Experience in maintaining risk registers, project forecasting and developing project work plans.
- Must be able to maintain confidentiality on sensitive project information.
- Experience dealing with external consultants.
- Ability to review legal documents (memorandum of understanding, definitive agreements, etc.).
- Ability to review appraisals, costing reports, scheduling charts and other various project documentation.
- Knowledge of relevant municipal legislation (e.g. Development Charges Act, Municipal Act, etc.) considered an asset.
- Experience working on a range of alternative project delivery models (DBMFO, P3) is an asset.
- Previous experience working in lower-tier, upper-tier, and/or regional levels of municipal governance considered an asset

Knowledge, Skills & Abilities:

- Working knowledge of AutoCAD is an asset.
- Demonstrated analytical and conceptual thinking with strong reasoning and problem-solving abilities.
- Able to work independently and collaboratively as part of a team.
- Exceptional interpersonal skills, superior oral and written capabilities, including building professional relationships.
- Demonstrated ability to communicate with a variety of stakeholders.
- Strong report writing skills and ability to communicate at a high level of proficiency.
- Able to strategically and constructively respond to member needs while exercising leadership and diplomacy amongst diverse perspectives and priorities.
- Strong communication, analytical skills, and a deep understanding of project management methodologies.
- Strong organizational skills; detail-oriented, well-organized and able to prioritize complex tasks with critical deadlines.
- Advanced software skills using MS Office including extensive knowledge of spreadsheet and database applications.
- Ability to travel to occasional site visits within Brampton project sites may be required.
- Project Management Professional (PMP) certification required.
- Valid non-probationary Ontario Driver's Licence (Class G)

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