City of Vancouver Looking for Project Management Assistant at Vancouver, British Columbia, Canada Full Time

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada’s Top 100 Employers, BC’s Top Employers, and Canada’s Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose & Function

This role reports to the Senior Project Manager (Sr PM) for Capital Delivery in Strategic Planning and Program Management (SPPM). Working with the Sr PM and Business Analysis, the Project Management Assistant will provide project management support to an existing C-Suite committee that oversee capital programs and projects in the City’s Capital Plans. It will include working with stakeholders from across all City departments to assist with the oversight and guidance of initiatives, from project initiation, through planning, delivery and closeouts as needed. This role will support meeting facilitation, consensus building, process improvements, and material preparation to ensure succinct and focused key information is summarized for executive direction or decision making.

This role may also provide support to other Project Managers and Change Managers for large projects. Projects are often multi-million dollar investments, primarily involve implementing technologies but increasingly also involve CPI (Continuous Process Improvement) whereby existing business processes are revised in order to better meet business and customer needs. Projects will often entail working with both internal and external stakeholders to implement solutions, integrate with existing systems or processes, apply process improvements, train affected parties and establish on-going support and reporting. In addition, the Project Management Assistant may have sole responsibility for project management of smaller projects.

Specific Duties & Functions

Supports Senior Manager, Project Manager or Change Manager in the following:

• Creates and maintains project planning and execution documentation (e.g. project plans, status reports and risk registers)
• Tracks critical project milestones and follows up with accountable stakeholders to ensure outcomes are delivered
• Highlights potential risks and issues and makes recommendations to the Senior Project Manager or Project Manager (as appropriate)
• Creates and presents project-related content to project team members, project stakeholders and senior executives
• Monitors project budgets
• Tracks key project benchmarks and KPI’s internally and externally to determine quality
• Conducts strategic analysis of project-related topics (e.g. external benchmarking, leading practices research, survey analysis)
• Coordinates project team and stakeholder meetings and deliverables arising from them
• Conducts regular project status meetings with project team members
• Acts as project manager for small projects or parts of medium to large scale projects
• May supervise members of the project team
• Other duties/responsibilities as assigned.

Qualifications

Education and Experience:

• University degree or an equivalent combination of education, training or experience.
• Formal training in project management methodologies, preferably consistent with those provided by PMI (Project Management Institute).
• PMI Project Management Professional (PMP) certification in process (preferred), or PMI Certified Associate in Project Management (CAPM) certification obtained or equivalent experience.
• A minimum 2-3 years of experience working on projects, with preference given to Agile projects
• Knowledge of the City of Vancouver is an asset.

Knowledge, Skills And Abilities

• Demonstrated knowledge of project management methodologies and standards.
• Demonstrated ability to deliver high-quality and timely results under tight deadlines.
• Ability to independently coordinate projects to achieve stated outcomes.
• Ability to independently research topics, summarize results and make appropriate recommendations.
• Ability to write effectively, organize and maintain project documentation, prepare status reports and summaries.
• Ability to communicate clearly and concisely orally and in writing, including preparation and conducting presentations, with all levels of the organization.
• Ability to multitask and to be adaptive and flexible in a fast-paced and changing environment.
• Ability to analyze and solve problems.
• Ability to deal effectively and tactfully and maintain cooperative working relationships with a wide variety of internal and external contacts.
• Ability to plan, assign, review and supervise the work of others engaged in related work.
• Ability to manage change and assist others with adapting to change.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Finance, Risk & Supply Chain Management (1150)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: January, 2024

Position End Date: November, 2024

Salary Information: Pay Grade GR-024: $38.68 to $45.68 per hour

Application Close: December 15th, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

Before you click Apply now

Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.