Project Coordination Associate

PROJECT COORDINATION ASSOCIATE

Reporting to the Operational Strategy Manager, the Project Coordination Associate supports the Operational Strategy Manager in planning, tracking, and executing a variety of strategic projects within our Business Lines. This role ensures effective communication, increases operational efficiencies, timely delivery of project milestones, and alignment among internal teams, vendors, and external partners.

Daily responsibilities include planning and coordinating meetings, preparing necessary materials, recording meeting minutes and identified project tasks. Under the guidance of the Operational Strategy Manager, you will assist in developing project charters and comprehensive work plans, oversee resource acquisition, manage project scope, budget, and activities, monitor and resolve issues, and provide regular progress updates.

Position Term:

3 year Term - Full Time

Know-How

Practical / Technical Knowledge

• 5+ years of experience in project coordination/management, business analysis, or change management.
• ECBA - Entry Certificate in Business Analysis, CCBA- Certification of Capability in Business Analysis, CBAP - Certified Business Analysis Professional or Prosci change management certification is an asset
• Experience working with cross-functional teams and external vendors.
• Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Project).
• Strong organizational, problem-solving, and communication skills.
• Ability to work independently, manage multiple priorities, and adapt to changing circumstances.
• Experience in preparing business documentation such as RFPs, process maps,

Planning, Organizing, and Integrating

• Ability to problem solve collaboratively and demonstrate sound judgement, innovation/creativity, and an ethical approach, knowing when to escalate matters.
• High attention to detail, ensuring accuracy and thoroughness.
• Collaborative and open-minded team player who is committed to the achievement of team goals and works well with others.
• Highly organized team player with the ability to work on multiple projects and timelines.
• Ability to be resourceful and take initiative to proactively address issues and work in a fast-paced environment to manage diverse and complex activities.

Communicating and Influencing Skills

• Positive, poised, and professional working style with the ability to protect confidential information and use discretion and tact.
• Strong interpersonal skills for developing effective work relationships with senior management, service providers, and clients.
• Strong leadership and interpersonal skills for consulting with project sponsors and project teams on requirements, negotiating and building consensus on solutions, facilitating meetings and the resolution of issues and managing change resulting from the project.
• Demonstrated ability to lead and facilitate meetings, workshops, and collaborative sessions with diverse stakeholders. Capable of creating structured agendas, managing time effectively, and ensuring all voices are heard.
• Excellent verbal and written communication skills for working with staff at all levels of the organization to present information, manage discussions, provide training and create project documents.

Responsibilities

Project Management

• Create project charters that specify the objectives, deliverables, budget, and detailed work plans.
• Coordinate required resources, ensuring that all project team members are well versed in their roles and responsibilities to ensure that project work gets completed on time.
• Engage internal staff and vendors throughout the projects to ensure that all phases of each project are completed with a high degree of quality.
• Lead the identification of project requirements.
• Prepare implementation plans and coordinate related change management including business process reengineering, staff training, client and third-party notification, etc.
• Apply planning, coordination, facilitation, and risk management to manage the scope of projects and ensure they are delivered on time and within budget
• Track and resolve questions, issues and other challenges that arise during the projects.
• Support Senior Directors in assigning tasks and tracking completion.
• Create and manage project documentation and communication including the provision of regular reports to the project sponsor and project team. Ensure meeting materials are provided in advance of meetings.
• Prepare contracts and manage the performance of external resources, report any concerns to the project sponsor as the signatory of the contract and review invoices and recommend payment to the project sponsor.
• Conduct post implementation project reviews to identify opportunities for improvement and outstanding matters that need to be resolved.