Program Coordinator, MAMP/CRPP/AiA

at  Federation of Canadian Municipalities

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

YOUR SKILLS MAKE US BETTER

You bring:

• Post-secondary education in business administration, project management or related discipline, or equivalent education and work experience.
• 5 years’ work experience in the provision of administrative and operational support, with a strong focus on organizational coordination and customer service.
• Strong knowledge of business support processes and tools, administrative management practices and procedures, computer business applications (Microsoft Office Suite), database management systems.
• Ability to work effectively with all levels of management and employees; experience in dealing with external stakeholders at a senior level and excellent client service skills.
• Strong organization and communications skills, and a professional attitude in order to coordinate a variety of variables, action plans, administrative policies, stakeholders and senior level contacts.
• Demonstrated ability to prioritize, multi-task and anticipate needs in a fast-paced environment with some tight deadlines/turnaround times.
• Strong attention to detail and accuracy.
• Excellent problem analysis, assessment and resolution/decision making skills.
• Knowledge of Robert’s Rules of Order in meetings would be an asset.
• The ability to work in both official languages (English and French) is required.

YOU IN THIS ROLE

As Program Coordinator, and in close coordination with the FCM corporate services and other Program Assistants and Coordinators, you will provide general operational and administrative support for the Municipal Asset Management Program (MAMP) until its completion in October 2024 and for two tracks of the Local Leadership for Climate Adaptation Program, Climate-Ready Plans and Processes (CRPP) and Adaptation in Action (AiA). You willand facilitate organizational effectiveness and efficiency among the program team. This includes providing administrative support to MAMP’s Project Directorthe Project Directors for MAMP/CRPP and for AiA, contributing to adapt FCM administrative tools for MAMPthe programs, and planning, implementing and executing a range of administrative and coordination services related to MAMP program operations, procedures and resources. You will also be responsible for the logistics associated with key program meetings, such as MAMP’s Program Steering Committee (PSC) meeting, team meetings, Technical Working Group (TWG) meetings and Asset Management Collaboration Workshops. technical meetings or collaboration events.
The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive, and anti-racist organization. As a member of the team, the coordinator works in a manner that embraces these values, the corporate culture and the passion for FCM’s mandate.

WHAT YOU’LL BE DOING

• In collaboration with FCM corporate services, contribute to the adaptation and process to implement all FCM operational and administrative policies, procedures and tools within MAMPthe programs, including: contacts database, filing system, contract and agreement templates, etc.
• Provide senior administrative support to the Project Directors for MAMP/CRPP and for AiA,MAMP’s Project Director and for the management of MAMP’s program planning, monitoring and reporting processes and activities, including coordinating team meetings, tracking tasks, compiling and formatting documents, taking minutes for departmental and cross-functional team meetings, documenting decisions and following up on action items.
• Coordinate, process (code, validate, verify) and track purchase orders, travel requests, invoices, expense claims and credit card reconciliations for the general management of the programs. Review monthly financial reports and follow-up on any discrepancies.
• Participates in the identification of new or emerging risks for analysis, and in the development of the risk responses. Monitors the effectiveness of the risk responses.
• Undertake various projects assigned by the Project Directors, as required.