Project Coordinator

PROJECT COORDINATOR (IN-PERSON EDUCATION)

The National Judicial Institute (NJI) is an independent, bilingual, not‐for‐profit organization, based in Ottawa and Montreal, with a mandate to coordinate and deliver educational programming to members of the judiciary across Canada.

Internally, a team of lawyers assists judicial education planning committees on matters of content and pedagogical design, while meeting professionals coordinate all logístical aspects of the programs. As part of its curriculum, the NJI offers over 70 judicial education programs each year. In addition, the Institute provides a number of educational resources to members of the judiciary, such as Judicial Education Guides, Electronic Bench Books, hard‐copy publications, educational modules to assist in program design, and an online judicial library.

The NJI is looking to fill the permanent position of Project Coordinator, In-Person Education. This position will be based in Montreal and requires fluent bilingualism in French and English.

RESPONSIBILITIES
Reporting to the Director, In-Person Education and Evaluation, the Project Coordinator, In-Person Education, leads the process for coordinating both operational needs and departmental projects. These needs and projects may include: implementing changes to departmental documents and resources, updating the departmental SharePoint sites, assisting with evaluation initiatives, improving resources and tools, and implementing training plans.

In close collaboration with management, they organize meetings, maintain and monitor workplans and report on project objectives, follow up on deliverables and deadlines, and update the department workplan accordingly. They prepare meeting agendas and records of decision (RODs), as well as develop and update project tracking templates. They also develop reports and presentations to provide regular project status updates to management. They familiarize themselves with project tracking technologies and best practices as needed and as such, they develop tools to ensure effectiveness and efficiencies and provide support to managers and employees on the use of these media.

In addition to their primary responsibilities managing departmental projects, the Project Coordinator also serves as the office coordinator for the Montreal office.

Planning and Coordination
1. Organize and participate in meetings to review project and initiative information and updates;
2. Prepare and distribute meeting materials, such as agendas, as needed;
3. Prepare RODs, action items and decisions for department managers and stakeholders and schedule follow up meetings;
4. Under the direction of the Director, In-Person Education, develop and monitor department workplans, schedules, budgets and deadlines for project planning and delivery (including, for example, template rollouts and procurement tracking);
5. Draft update reports and presentations, as required; and
6. Organize virtual or in person meetings with both internal and external stakeholders, as requested.
Project Tracking
1. Continuously monitor department workplans and deadlines and highlight any risks / delays to the Director, In-Person Education;
2. Undertake a monthly department workplan review and update with the Senior Program Manager, Assistant Director, and Director of In-Person Education;
3. Follow up with internal stakeholders regularly for project tracking purposes; and
4. Propose potential solutions to project issues, as appropriate.
Documentation
1. Ensure all project documentation is maintained and filed;
2. Coordinate wrap-up activities, including project evaluations, reports, and presentations;
3. Participate in the program materials review committee team to assess consistency and standardization of documents and delivery; and
4. Ensure departmental tools, templates and frameworks are accessible and are updated in a timely fashion.
Training and Innovation
1. Learns and trials new technology, as requested, for project tracking and to build on efficiencies and effectiveness within the department;
2. Provides support and assistance on the use of Asana and templates;
3. Assist the Senior Program Manager and Assistant Director, In-Person Education in establishing the training timelines for new hires within the department; and
4. Support the onboarding of new staff, as required.
Financial Accountability
1. Obtain competing proposals with suppliers, when applicable;
2. Prepare cost estimates for project expenses;
3. Review invoices relating to project expenses; and
4. Respect delegated spending authority according to financial delegation chart and policies.
In-Person Program Delivery
1. Act as a backup for program delivery at in-person and online programs in case of absences.
Operations Support
1. Liaise with representatives of HR, IT, and Operations departments in Ottawa to ensure that the Montreal office’s operating needs are met; and
2. Act as a secondary back-up for database updates and program regist