Project Management Office Coordinator

Role Responsibilities

Are you a self-motivated, detail-oriented, team player that is familiar with project management? Do you love challenging work and coming up with creative solutions to improve operational efficiencies? Here is a chance to reveal your talent. 

We are seeking a bright and engaging new member to join the Project and Portfolio Management Office (PPMO) in Children and Family Services (CFS) who is familiar with project and portfolio management frameworks, and understands how to apply them to support business objectives. 

You will coordinate the units work to apply and advance Organizational Project Management (OPM) methodologies, processes, and tools that plan, deliver and report on the Ministry’s strategic priorities. This role is key to the success of the CFS Strategic Planning and Reporting Framework by coordinating and documenting project progress for planning and reporting purposes.

Key responsibilities:

1. Support the PPMO to implement and continuously improve the OPM Framework, which includes project, change and portfolio supports to the ministry.
•    Organize, update, and manage accessibility to a catalogue of tools to meet various needs of project and portfolio applications across the Ministry.
•    Coordinate and assist with organizational capacity building events related to OPM processes, tools and roles. 
•    Gather information and data to inform decisions and improve work processes.
•    Manage the material, improvements and use of the PPMO SharePoint Online Site.
•    Work alongside information and knowledge management specialist to ensure information management best practices on project documentation.

 2. Support the PPMO to provide regular, relevant, and timely communications and reporting on strategic initiatives across the Ministry to inform decision making.
•    Communicate, schedule and track input to predictive cycles that requires contributions from PPMO team such as organizational reporting, reviews, planning, political cycles, and public reporting.
•    Track and document workflow through all project phases and maintain accurate registers of CFS projects.
•    Coordinate and assist in managing an accountable reporting process and tools for portfolio tracking and reporting. This includes collating and preparing reporting dashboards and summaries.

3. Provide governance supports
•    Manage series of meetings, membership lists, requests for support, and participant access to key documents for multiple portfolios of projects across the ministry. 
•    Ensure information from the portfolios is captured and accurately reflected in PPMO documentation; Support the preparation and distribution of actions, information and updates. 
•    Maintain clear documents to convey governance structures, responsibilities, information flow, and supporting tools.

 4. Organize and coordinate PPMO unit operations  
•    Review and organize unit related documents and inventories.
•    Provide information, research, analysis, and advice to assist unit members on projects or initiatives, as needed. 
•    Aid in the on-boarding and off-boarding of unit and branch staff, including the acquisition and cost-tracking of contracted resources.
•    Strive to represent the PPMO professionally through strong interpersonal skills and service attitude, attention to detail in all documents, and ensure information is consistent, accurate and appropriate.

Please click on this LINK to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

•    Creative Problem Solving – Breaks down complex challenges into manageable components and identifies practical solutions. Questions existing processes, incorporates diverse perspectives, and contributes to
      continuous improvement in project delivery.
•    Drive for Results – Sets clear priorities, maintains focus on deliverables, and follows through on commitments. Proactively identifies opportunities to improve processes and achieve efficient outcomes.
•    Develop Networks – Builds and maintains effective relationships with internal and external stakeholders. Communicates openly, fosters collaboration, and ensures alignment throughout the project lifecycle.
•    Develop Self and Others – Seeks feedback, reflects on performance, and continuously develops skills. Shares knowledge, supports team learning, and contributes to a culture of growth and improvement

Qualifications

Minimum Recruitment Standard: University graduation in a related field; no experience required; or equivalent as described below.

Equivalency: Directly related education or experience considered on the basis of: 
•    1 year of education for 1 year of experience; or 
•    1 year of experience for 1 year of education. 

Assets and additional skills:
•    Competence with Microsoft 365 is required (Excel, PowerPoint, Visio, SharePoint)
•    Related experience is desirable.
•    Project Management training or experience is desirable.
•    Experience with governance, business planning & reporting cycles is desirable.
•    An overall awareness of Ministry priorities, legislation, and regulations is desirable.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards

Notes

Hours of Work: This position works Monday to Friday, 36.25 hours a week.  

Location: Edmonton, Alberta

Application Requirements: 
•    In your resume, please include dates (including months and years) associated with all education and work experience. For example, January 2006 – June 2009 (part-time). This example is provided for illustrative
      purposes only. Applicants are encouraged to present their information clearly and thoroughly, using a format that best conveys their experience.
•    Candidates will require a clear Criminal Record Check and Intervention Record Check (if applicable) to be considered for the role (if not currently in the Child Intervention Delivery Services Branch).
•    Please be advised that your current supervisor and manager will be contacted as references.

The final candidate for this position will undergo appropriate pre-employment checks and provide suitable security screening. 

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 

Links and information on what the GoA have to offer to prospective employees.
•    Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
•    Positive workplace culture and work-life balance.
•    Leadership and mentorship programs.