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Major Programs Coordinator

2 weeks ago

Winnipeg, Manitoba, Canada Manitoba Public Insurance Full time

Overview:

Major Programs Coordinator is responsible for monitoring program delivery, coordinating and providing overall governance to processes and major program functions. The role is also responsible for providing support to major program resources to drive efficient workflows and to identify and action continuous process improvement opportunities.

Maintaining a high level of confidentiality, the Major Programs Coordinator is responsible for gathering, assembling and maintaining data and information to assist with formal program level reporting and presentations for audiences such as the Board of Directors (BOD), BOD Technical Committee, Executive Committee, and the Public Utilities Board (PUB). In addition, the role is responsible for supporting high level financial activities such as budgeting and forecasting.

The Major Programs Coordinator acts as a backup to support administrative functions such as scheduling meetings, minute taking, and producing reports, when required.

The role interacts with Major Programs leadership, internal and external resources, consultants, system integrators, and external vendors.

Responsibilities:

Program Coordination

  • Supports the overall governance and execution of the Change Request Management and Decision management processes at the program level, including maintenance of the change request and decision request logs.
  • Supports the overall governance and execution of Risks, Actions, Assumptions, Issues, Decisions and Dependencies (RAAIDD) at the program level, including maintenance and administration in Azure DevOps.
  • Champions and promotes quality throughout program processes and monitors adherence to same.
  • Tracks and actions activities in support of program reporting by working with delivery teams, and other internal and external stakeholders to collect data and information on a timely and ongoing basis, as inputs to support reporting for senior and executive leadership, Board of Directors (and its various committees), Manitoba Public Utilities Board, and other stakeholders.
  • Develops formal, high quality, and timely program level reporting and presentations by leading the collection of data and any required collaborative review activities to align the information being reported amongst the involved parties ensuring program reporting is succinct, consistent and accurate.
  • Supports Program leadership by connecting with project delivery teams, Major Programs and other internal and external parties to fulfil ad hoc information requests.
  • Recommends and develops new processes and/or procedures as part of overall Major Programs continuous process improvement.

Financial Activities & Controls

  • Receives and reviews Major Programs related invoices to confirm adherence to contracts and works with vendor management to correct issues as required.
  • Provides direct support to the Director, Major Programs Delivery and collaborates with Major Programs Delivery Admin, Project Accounting, Value Management, Strategic Sourcing & Vendor Management, Technology Operations, and others to support program forecasting, budgeting, and overall financial compliance activities as required, ensuring adherence to confidentiality.
  • Collaborates with Major Programs Delivery Admin, program resources, and external service providers to track and capture MPI's acceptance of contractual milestones to provide the most value to the program and to MPI by tying deliverables acceptance to the release of program funds.
  • Assists in the oversight of the contractual milestone and deliverables acceptance process in support of ensuring value for program spend.

General Administration

  • Ensures program activities comply with corporate directives, policies and procedures.
  • Prepares and takes meeting minutes for various program meetings.
  • Manages Major Programs Intranet and SharePoint site content and provides updates and communications
  • Coordinates and schedules meetings including external vendors and resources on behalf of Major Programs.
  • Assists with maintenance of the program Deliverable Log such as workflows, updates, and gold document creation and tracking as required.
  • Assists with the maintenance of RAAIDD follow up and administration in Azure DevOps.
  • Provides assistance and backup for the creation and distribution of the weekly Program Status Reports as required.
  • Formats and edits presentations for the program, as requested.
  • Assists in the preparation of documents to be shared with governance vendors.
  • Performs other duties as assigned.

Qualifications:

Education and Experience:

  • Degree in Business, Business Analysis, or related discipline.
  • Five years of related project coordination and analytical experience performing moderate project and data analysis in a fast-paced project environment.

OR

  • Diploma in Business, Business Analysis, or related discipline.
  • Seven years of related project coordination and analytical experience performing moderate project and data analysis in a fast-paced project environment.

The following are considered assets:

  • Certificate in Project Management.
  • Experience in a project management office.
  • Planning and execution of projects and initiatives experience.

Technical Knowledge and Skills:

  • Intermediate analytical skills to gather data and analyze for tracking and reporting purposes to senior leadership.
  • Intermediate communication skills (verbal, written and group presentation skills) to communicate complicated technical issues and solutions in a clear, concise, and understandable manner for both technical and non-technical audiences comprised of both internal and external audiences.
  • Establishes and maintains effective relationships with all leaders, peers, and vendors.
  • Working knowledge of MPI policies and procedures as it relates to governance frameworks, PUB reporting, and internal audit processes.
  • Works in a complex and dynamic program environment.
  • Completes assignments of high quality, on time, and with limited direction.
  • Advanced organizational and time management skills to work with changing priorities and timelines.
  • Works in a fast-paced environment and coordinates multiple tasks.
  • Knowledge of Project Management methodology and tools.
  • Working knowledge in MS Office including Excel, Word, PowerPoint, SharePoint, and Outlook.
  • Entry level knowledge of Azure DevOps.
  • Exposure to SAFe Agile methodologies or Agile work style an asset.
  • Experience in a public company an asset.

Employee Benefits:

Health benefits

We offer a comprehensive health benefits program that includes:

  • flexible health, dental and vision plans
  • health spending account
  • travel health coverage
  • other extended health benefits such as ambulance, massage and physiotherapy

Financial security

In an effort to support financial security, we offer:

  • registered pension plan
  • group, dependent, and optional life insurance coverage
  • critical illness insurance
  • sick leave to cover short-term disability
  • long-term disability

Wellness

We offer programs that focus on how to better achieve a balance between work and personal commitments, as well as maintain a healthy workplace culture. This includes:

  • vacation entitlement
  • flexible work arrangement for eligible positions
  • maternity, parental and adoptive leaves
  • bereavement and family responsibility leaves
  • employee and family assistance program
  • mental-health programming
  • lunch-and-learn offerings
  • discounted gym memberships and wellness account

Diversity and inclusion

Manitoba Public Insurance believes that diversity and inclusion strengthens us. We consider ourselves to be a barrier-free organization where individual values, beliefs and practices are respected and appreciated for the diversity they bring to our work life.

Employee recognition

It's important to recognize our employees for their contributions. Not only do we recognize employees as they achieve milestone years in their careers, we also have several outlets for leaders and peers to reward each other for work well done.

Professional development

We want our employees to grow, which is why we offer support in keeping their skills up-to-date. We offer in-house training, professional development and an educational assistance program.

Safety and health

In an effort to encourage a safe and healthy work environment, we offer various safety, health and workplace policies and programs along with technical expertise and assistance to support employee activities in safety and health.