Project Management Assistant – City of Vancouver

14 July 2023

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Job Description

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Project Management Assistant

Requisition ID: 38714 

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 and Function
The Project Management Assistant provides moderately complex administrative and analytical support for a variety of existing and new solid waste management projects with an emphasis on zero waste, during all phases of planning, execution, control and closeout. Projects are typically high profile, involve numerous stakeholders, and are focused on waste reduction, recycling and disposal solutions, as well as capital construction works at Vancouver Landfill and Vancouver South Transfer Station. In addition to major project support to Project Managers, the position is also responsible for independently managing their own smaller projects such as developing annual reports, establishing a branch literature library and SharePoint tools.

The position reports to a Civil Engineer II, Solid Waste Strategic Services while also working under the daily direction of other senior staff in the branch, including Project Manager IIs and Civil Engineer IIs. The position also works closely with staff in Solid Waste Programs, Transfer and Landfill Operations, Sanitation Services, other branches and departments, 311 citizen service representatives, external government agencies, non-profit and community groups, businesses, contractors, consultants, and the general public. 

Specific Duties and Responsibilities

  • Establishes and maintains liaison with a variety of internal and external contacts; provides information, direction and assistance to other department staff, the public, consultants and contractors, and seeks information and guidance from contacts as needed;
  • Monitors project inboxes and responds to project inquiries from the public and stakeholders;
  • Drafts content for various communications materials, such as letters and FAQs, and coordinates review by project team as needed;
  • Coordinates printing and mail-out of project updates and materials to stakeholders;
  • Coordinates project team and stakeholder meetings and related action items, such as recording meeting minutes;
  • Creates and maintains project planning and execution documentation such as project charters, project plans, stakeholder registries, status reports and risk registers in accordance with Quality Management System (QMS) requirements, as required;
  • Tracks critical project milestones and follows up with accountable stakeholders to ensure outcomes are delivered;
  • Monitors project budgets, assists with Work Breakdown Structure setup, creates shopping carts, and processes invoices;
  • Tracks key project benchmarks and KPIs internally and externally to determine project status or quality, including developing and maintaining spreadsheets for tracking KPIs;
  • Highlights potential risks and issues related to project timeline, budget or quality and makes recommendations to the project manager;
  • Conducts or assists senior staff with research and strategic analysis of project-related topics, such as leading practices research, external project funding sources, external benchmarking, and survey analysis;
  • Acts independently as Project Manager on small projects, or components of a larger project;
  • Maintains document control for all project files (saving documents in the City’s file management system, VanDocs);
  • May supervise others engaged in related work;
  • Other duties/responsibilities as assigned.

Qualifications
Education and Experience:

  • Bachelor’s degree in a related discipline plus formal training in project management methodologies, preferably consistent with those provided by the Project Management Institute, and several years experience working on projects, preferably in a Municipal setting; or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

  • Considerable knowledge of project management methodologies and standards;
  • Considerable knowledge of computer applications and capabilities as related to the work performed such as MS Office (Excel, Word, and PowerPoint);
  • Considerable knowledge of SAP is an asset;
  • Knowledge of project management software, such as Visio and MS Project is an asset;
  • Sound knowledge of the fundamentals of budgeting and standard costing procedures;
  • Ability to independently coordinate projects to achieve stated outcomes;
  • Ability to multitask, meet deadlines and be adaptive and flexible in a fast-paced and changing environment;
  • Ability to write effectively, organize and maintain project documentation, prepare status reports and summaries;
  • Ability to analyze and solve problems;
  • Ability to communicate clearly and concisely orally and in writing, including preparing and conducting presentations;
  • 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 independently research topics, summarize results and make appropriate recommendations;
  • Knowledge of City policies and procedures relating to Occupational Health and Safety is an asset;
  • Knowledge of the City’s Equity Framework is an asset.

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: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: 09/01/23 

Position End Date: 08/29/25

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

Application Close: July 23, 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

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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.

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