Project Manager, Records Information and Management Program

Job Details
Temporary, Full-Time (Non-UnionT)

Duration
This is a contract opportunity lasting approximately 12 months, with possibility of extension.

Posting Status
Open to all current Town of Oakville employees and external applicants.

Closing Date
Applications for this position must be received at
November 11, 2025
We Offer

• A hybrid work schedule
• An optional defined benefit pension plan (OMERS)
• Contract employee benefits package
• A progressive work environment that promotes a work/life balance and strives to be a great place for great people to do great things

Reporting to the Town Clerk, the Project Manager for the Corporate Records and Information Management System (CRIMS) will lead the successful implementation of the CRIMS Program. This strategic role involves overseeing the full project lifecycle—from initial planning through to execution—by developing a phased roadmap that aligns with the Town of Oakville's organizational goals.

The Project Manager will champion a comprehensive change management strategy to ensure smooth transition, minimize resistance, and secure stakeholder engagement. Their leadership will be key to navigating challenges and delivering a system that meets the Town's records and information management needs.

This position plays a vital role in addressing organization-wide challenges by establishing frameworks and work plans that promote consultation and collaboration across departments. The Project Manager will apply project management principles in compliance with legislative requirements, industry standards for Records & Information Management, and Microsoft best practices.

In supporting corporate records and information management services, the Project Manager will also handle sensitive matters related to the successful implementation of the program.

What can I expect to do in this role?
As a project manager you will engage in the following:

• Project planning and initiating: Integrate all aspects of project management into a cohesive project plan and schedule. This includes charter, scope, work breakdown structure, risk planning (identification, qualitative/qualitative analysis, and response), quality, resource requirements, cost estimating, activity definition and sequencing.
• Directing and managing project execution: Provide project control, governance oversight, and management of project resources in a matrix environment. Encourage team development.
• Developing, monitoring and controlling project work, plan and schedule: Control project scope, costs, quality, project team and stakeholder management, risk monitoring, vendor contract administration, project documentation, and the impacts of changes on the project and organization.
• Developing and executing project communication strategies: Develop formal documents such as project charters; business cases; report on and monitor project status.
• Communicate risks, issues and impediments to the project; measure performance and manage organizational change as caused by the project.
• Project Close Out: Transition the project into operations, shut down project operations, release project staff, archive project documentation and create lessons learned.
• Develop, execute and implement a robust project plan that outlines a phased strategy for implementing the Corporate Records Information Management System. Set clear milestones, timelines, and resource allocation to ensure the project aligns with the Town's objectives. Develop and manage the project schedule, matrixes, and any process management documentation.
• Develop and execute a detailed change management plan. Working to ensure smooth transitions, address any resistance to change, and facilitate stakeholder buy-in through effective communication and training programs.
• Ensure MS 365 best practices are embedded into daily operations.
• Partner with the ITS and Clerks teams to align CRIMS efforts with RIM policies and ITS objectives and goals.
• Foster collaboration across departments and actively works towards building a positive data and information management culture.
• As a Committee Member and Co-Chair on the Data and Information Governance Committee, provide insight and guide the governance framework.

How do I qualify?
Mandatory
You have a 4-year university degree, undergraduate degree or diploma in Information Management, Business Administration, or related field from a recognized university/college, preferably with a PMP certification or similar designation. Your formal education is augmented with professional development training programs in project management and more than five year's progressive experience as a project manager, preferably in records or information governance.

In Addition, Your Experience Includes

• Strong understanding of records lifecycle, retention schedules, and regulatory frameworks
• Experience with ERMS, document management systems, and digital transformation initiatives
• Meeting the expectations and requirements of internal and external customers; getting first-hand customer information and using it for improvements in services; acting with clients in mind
• Planning and adjusting work based on a thorough understanding of requirements and priorities and seeking clarification and direction as appropriate
• Demonstrating the ability to achieve creative, efficient solutions for clients
• Managing relationships between stakeholders
• Demonstrating excellent communication skills including the ability to write clearly and succinctly in a variety of communication settings and styles
• Providing individuals with information so that they can make accurate decisions
• Understanding and applying a variety of effective negotiation skills
• Providing ongoing advice and support to the organization in the area of records and information management

The ideal candidate will also have refined influential skills to resolve conflict with stakeholders and achieve commonobjectivesand an ability to analyze issues, assess risks and develop/recommend solutions and best practices. You willpossessexcellent presentation and communication skills, a willingness to learn new perspectives and techniques, aproficiencyin various technological tools, and are able to work effectively both independently and in a team environment.

Core Knowledge Required For Success
You are an experienced project manager with a comprehensive knowledge of:

• PMI-based project management methodologies
• Government decision-making processes
• Understanding of municipal legislative requirements (e.g., Municipal Act, 2001).
• Familiarity with ARMA and AIIMS tools, practices and standards.
• Expertise in SharePoint Online and Microsoft 365 environments.
• Experience implementing information management strategies and tools.
• Experience leading process, application, and Lean continuous improvement reviews.

DATED:
November 5, 2025

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. Applicants may also be required to undergo testing.
We thank all applicants and advise that only those selected for an interview will be contacted.