Project Coordinator, FD Project Management Office, Facilities Development

University of Calgary; Calgary; On-site; CAD 70,000 - 95,000; Full time

Job summary

The University of Calgary's FD Project Management Office is seeking a Full-time Regular Project Coordinator to organize, monitor and control project activities from planning through close-out, reporting to a Project Manager.

You will collaborate with sponsors, Campus Planning, Engineering and Sustainability to ensure projects are delivered on time, within budget and to quality standards, with a 35-hour work week and potential overtime.

Qualifications

• Experience coordinating large-scale capital projects.
• Ability to draft Charters, schedules, and budgets.
• Strong documentation and reporting skills.
• Familiarity with procurement and contract administration.

Responsibilities

• Assist the Project Manager with project charters, schedules, budgets and reports.
• Maintain project governance docs, risk logs, and issue logs.
• Coordinate design phase meetings and track design comments.
• Support procurement activities including RFP/RFI and contract awards.
• Monitor progress to align schedule, budget, scope, and quality.

Skills

Project coordination

Budgeting

Scheduling

Risk management

Documentation control

Tools

Archibus

Job description

Description

The FD Project Management Office within the Facilities Development is currently seeking a Full-time Regular Project Coordinator.

The mandate of the Project Management Office (PMO) is to assume responsibility for the successful delivery for all capital projects on campus, inclusive of new construction, building renovation/refurbishment and/or upgrading to existing capital infrastructure. In fulfilling this work, the PMO collaborates extensively with project sponsors, Campus Planning, Campus Engineering, Office of Campus Architect, Office of Sustainability, university financial administrators, Facilities Management, Employee, Health and Safety and Supply Chain Management to ensure that deliverables achieve the intended outcomes. Additionally, in fulfilling this mandate, the PMO assumes an active oversight and coordination role in directing and monitoring the performance of contractors and design consultants. The intended objective is to ensure that all projects are delivered effectively, efficiently, and safely and meet established performance targets.

The Project Coordinator reports directly to a Project Manager and the primary responsibility is to organize, monitor and control project activities, under the direction and supervision of a Project Manager. The Project Coordinator will support and collaborate with the Project Manager in overseeing and managing projects. The Project Coordinator is actively involved in Project Delivery from planning through to close-out but does not have the full authority to make all decisions as the ultimate responsibility lies with the Project Manager. The Project Coordinator will also provide advice and support to the PMO with respect to project delivery techniques, methods and risk management. Familiar with the University of Calgary "Statement on Principles of Conduct" and conducts themselves according to these Principles in all situations when acting on behalf of the University of Calgary.

The Project Coordinator must be able to make independent decisions on work methods and procedures while identifying practical and economical solutions to the various problems which may be encountered during the project implementation. The normal work schedule is 35 hours per week. Overtime, including weekend meetings/site reviews may be required.

Primary Purpose of the Position (key purpose, functions, roles):

The principal role of the Project Coordinator is to keep the project and all related processes running smoothly and efficiently, under the direction of the Project Manager. The main duties are to coordinate activities, equipment, resources and information. The position is responsible for developing and managing assigned projects from planning through detailed design, procurement, construction, and close out. Projects shall adhere with the internal PMO Project Delivery Processes.

Summary of Key Responsibilities (job functions include but are not limited to):

Project Management:

• Assist the Project Manager with the drafting and issuance of project charters, project schedules, budgets, work breakdown structures/packages, cash flows, change order documentation, quality assurance plans and project reports. Ensures all documentation is properly initiated, checked, authorized, and maintained.
• Keep the Project Manager and others informed about project status and issues which impact project delivery/outcomes. Project Controls and Reporting functions include:
  • Maintaining and updating project governance documentation including risk registers, action logs, decision logs, and issue logs.
  • Supporting preparation of Board, Government of Alberta, and internal executive reporting.
  • Maintaining project data within institutional systems (e.g., Archibus).
  • Coordinating and managing structured project communications including meeting minutes and documentation control.
• The Project Coordinator will perform change control, schedule control, cost management, quality assurance, communication, risk management, contract administration, and project support services for the Project Manager and project team. In addition, the Project Coordinator will be responsible for active liaison with the design team, contractors, internal stakeholders and external agencies. This includes supporting procurement activities including preparation of RFP documents, coordination of RFI responses and addenda, evaluation of proposals, preparation of contract award recommendations, and support execution of consultant and contractor agreements in collaboration with Supply Chain.
• The Project Coordinator will actively track project status to ensure schedule, budget, scope and quality are being measured and monitored through the use of performance criteria & the specifications set out in the Project Charter, contracts and/or design documents. Specific tasks of the Project Coordinator include:
  • Coordinate and schedule design phase meetings and milestone reviews, including compilation and tracking of design review comments to ensure resolution at each phase.
  • Support design change administration, value engineering tracking, alternate systems analysis (cost and schedule impacts), and review of consultant and contractor cost estimates
  • Assist in development and coordination of commissioning plans.
• The Project