13087 - Projects Coordinator & Associate

at  SUCCESS

At S.U.C.C.E.S.S., you will be able to grow and develop alongside a diverse team of professionals and enjoy great benefits and perks. Experience what it is like to join a purpose-driven organization and make meaningful contributions to our community. Explore our amazing new opportunities.
Division: Corporate Support
Department: Human Resources (HR) & Information Technology (IT)
Employment Type: Permanent Full-Time (35 hours per week)
Number of Positions: 1

JOB SUMMARY:

The Projects Coordinator & Associate provides advanced administrative support to the Human Resources, Information Technology, Enterprise Risk Management, Quality and Compliance, and Privacy and Information Management departments on various initiatives, projects, and administrative responsibilities. The Project Coordinator & Associate also performs administrative functions for the Director of People & Technology by carrying out confidential and sensitive project-based work, research and gather data into analytical presentations, draft reports and correspondence, coordinate/schedule meetings and tracking invoices and expenses. The Project Coordinator & Associate will follow-up with project team on action items, track progress and resources to ensure projects stay on track to meet deadlines.
Reports to: Director, People & Technology

Key Duties & Responsibilities:

• Provides administrative and clerical support to the Director, People & Technology
• Assists with coordination of departmental projects by tracking progress, resources, and tasks to ensure deadlines are met
• Engages with internal and external stakeholders in planning, scheduling, and organizing project meetings, team meetings and events
• Monitors the department’s budget and expenditures by tracking the approval of expense reimbursements, creating monthly summary reports, and informing the Director of the expenditures to ensure compliance with budgets
• Handles invoices from external vendors in accordance with S.U.C.C.E.S.S. policies up to a pre-determined limit, assists with purchase order (PO) submission, review, tracking, and consolidation
• Prepares comprehensive summary reports from documents and meetings to assist the Director, People & Technology in preparation of decision-making processes
• Conducts research, compiles data, and prepares reports for the 5 departments that this role will support as needed to assist with effective decision-making processes
• Assists with developing and editing a variety of accurate and well-designed documents including PowerPoint presentations, memos, brief notes, reports, procedural documents, and graphs, utilizing various word processing, spreadsheet software, and audio files. Assists with delivering presentations as required
• Organizes and coordinates committee meetings, prepares meeting agendas, takes detailed meeting minutes, assists with the preparation of presentation materials, and distributes action items to relevant parties
• Oversees and manages IT licenses including Microsoft products, ensuring compliance and optimizing usage limits
• Assists in scheduling, planning, and organizing Agency-level activities, events, and meetings, which includes providing in-person event support on the day-of-event which includes coordination and hosting. Acts as the go-to person for managing event logistics, venue selection, catering, audiovisual & IT equipment, and other tasks
• Assists COA & COR Audits as required by ensuring that all the documents and information collected are accurate, in the correct format, and uploads them accordingly
• Coordinate and manage special projects, assignment and performs other duties as assigned by the Director, People & Technology

EDUCATION, TRAINING AND EXPERIENCE:

• Post-secondary education preferably in communications, business administration or a related field with at least three year’s relevant experience
• Minimum 3 years of experience working in a corporate executive capacity supporting senior executives daily
• Minimum 2 years of experience in project management processes including project coordination (i.e. tracking of project timelines, resources, and multiple projects simultaneously)
• Proficient with facilitating presentations of project updates, data and research, etc.
• Experience administration of meetings such as scheduling, sending invites, creating agendas, taking minutes, and archiving records
• Comfortable communicating and presenting information to all levels of the organization, including senior executives
• Sound knowledge of the principles and practices of managing the financial and administrative activities for senior executives
• Experience working in company events/initiatives
• Experience working in a not-for-profit agency is an asset
• Knowledge of report and presentation formatting standards
• Knowledge of handling purchase orders and financial accounting processes

JOB SKILLS AND ABILITIES:

• Excellent verbal & written English communication skills; other languages an asset
• Excellent interpersonal skills and client service oriented
• Excellent organizational and planning skills with attention to detail
• Excellent time management and prioritization skills
• Excellent report and data summarization skills and conducting presentations
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Social Media platforms
• Previous experience using Project Management software (i.e. MS Project, Asana), and MS Planner is an asset
• Proficient in SharePoint, Forms, OneDrive, MS Teams, Visio. Power Automate and Power Apps is considered an asset
• Proficiency in preparing graphics, pivot tables, editing for reports and presentations
• Ability to professionally format and structure reports and policies & procedures manuals to be published on Intranet (Staff Portal) and reviewed by auditors
• Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information
• Demonstrated business judgement, flexibility, initiative, creativity with a positive professional attitude
• Proficiency in Canva or Publisher is considered an asset
• Self-starter with the ability to work independently, and collaboratively on a team
• Ability to be flexible and adaptable to change while working to meet tight deadlines
• Ability to learn and understand S.U.C.C.E.S.S.’s policies, programs, and operating requirements

• Provides administrative and clerical support to the Director, People & Technology
• Assists with coordination of departmental projects by tracking progress, resources, and tasks to ensure deadlines are met
• Engages with internal and external stakeholders in planning, scheduling, and organizing project meetings, team meetings and events
• Monitors the department’s budget and expenditures by tracking the approval of expense reimbursements, creating monthly summary reports, and informing the Director of the expenditures to ensure compliance with budgets
• Handles invoices from external vendors in accordance with S.U.C.C.E.S.S. policies up to a pre-determined limit, assists with purchase order (PO) submission, review, tracking, and consolidation
• Prepares comprehensive summary reports from documents and meetings to assist the Director, People & Technology in preparation of decision-making processes
• Conducts research, compiles data, and prepares reports for the 5 departments that this role will support as needed to assist with effective decision-making processes
• Assists with developing and editing a variety of accurate and well-designed documents including PowerPoint presentations, memos, brief notes, reports, procedural documents, and graphs, utilizing various word processing, spreadsheet software, and audio files. Assists with delivering presentations as required
• Organizes and coordinates committee meetings, prepares meeting agendas, takes detailed meeting minutes, assists with the preparation of presentation materials, and distributes action items to relevant parties
• Oversees and manages IT licenses including Microsoft products, ensuring compliance and optimizing usage limits
• Assists in scheduling, planning, and organizing Agency-level activities, events, and meetings, which includes providing in-person event support on the day-of-event which includes coordination and hosting. Acts as the go-to person for managing event logistics, venue selection, catering, audiovisual & IT equipment, and other tasks
• Assists COA & COR Audits as required by ensuring that all the documents and information collected are accurate, in the correct format, and uploads them accordingly
• Coordinate and manage special projects, assignment and performs other duties as assigned by the Director, People & Technolog