Facilities & Material Management Program Coordinator

Job Information

Overall Purpose

• Reporting to the Director Facilities & Material Management, the Program Coordinator is responsible for coordinating and preparing Program documents, tracking information, assisting with presentations and reports, and ensuring data integrity. 
• Responsible for collaborating with teams, maintaining records, managing scheduling, and supporting Program/Project management activities to facilitate smooth implementation of new and existing business practices.
   

Major Responsibilities

• Coordinate and prepare Program documents to ensure continuity of information for status meetings and future reference; review and edit materials to meet expected standard.
• Monitor Program status, deliverables, milestones, etc. and report discrepancies/concerns to the Director. and Program Leads (as directed).
• Utilize knowledge of existing OPS systems, processes, and project delivery methodologies to make sound recommendations for process changes.
• Coordinate and collaborate with a multi-disciplinary team (Senior Officers, internal staff, and external stakeholders) to facilitate the timely development of material and/or information requiring endorsement to move forward with implementation of new business practices or to improve existing.
• Provide Program coordination/specialist related duties that build or support Program Management activities (i.e. updating RAID logs, RACI matrix, etc.).
• Report regularly to the Director on outstanding activities and those that have been completed.
• Prepare, coordinate, and/or assist in preparing Program documents (presentations, status reports and communication documentation) to ensure continuity of information for status meetings.
• Collect, prioritize, categorize, and disseminate relevant information to support the activities of the Programs.
• Assist with management of any necessary contracts.
• Assist in documenting meeting discussions and collating information for future reference and presentation creation.
• Build and sustain positive relationships to work effectively and collaboratively with all levels of partners.
• Consults with other relevant Program and/or Project teams and works collectively to develop appropriate processes, continuity between similar Programs and ensures successful implementation.
• Creates and maintains databases / tracking systems / hard and electronic files; assists in conducting analysis as required.
• Creates and/or maintains reference data related to the Program / Project mandates and procedures as required.
• Maintains and updates the homepage on the Intranet (SharePoint).
• Organizes, coordinates, and schedules meetings for the Program / Project leadership including any requirements for special logistics.
• Responsible for taking, editing, and transcribing minutes of any Program Executive Steering Committee (ESC), as may be directed, and distributing all meeting-related information; assists with preparing agenda and any related materials for dissemination. 
• Keep thorough records, including establishing and maintaining an appropriate document management system, via SharePoint and ensure confidentiality of all files / records
• Support the management of correspondence and respond to requests for information related to various Programs / Projects.
• Maintain and order office supplies for Facilities and Material Management team related to Program / Projects. 
• Fulfill other duties as required. 

Major Responsibilities (continued)

Major Responsibilities (continued)

Statement of Required Qualifications

Education and Experience

Two (2) year relevant College Diploma (Business Administration / Public Administration, Project or Program Management, Communications, Social Sciences, etc.).
Experience and formal training combined may substitute for stipulated education requirements.
Working knowledge of Project Management principles and concepts
Five (5) years relevant progressive experience including:    

• Providing effective, high-level coordination support to Senior Leaders in a police environment.
• Administration / coordination of tasks within a project team and / or special assignment.
• Preparing communication documents for senior management and for relevant internal/external stakeholders.
• Interacting with all various levels of authority internally and externally.
• Working with various types of office software products such as Office 365, Microsoft Excel, Microsoft PowerPoint, SharePoint and other corporate software packages

Language

• English - Fluency in oral, reading, and writing.

Certifications and Licences

N/A

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety.
• Respectful Workplace. 
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Ethics, Diversity, and Inclusion.
• Active Bystandership for Law Enforcement (ABLE).

All employees of the OPS are expected to complete all additional and new mandatory training as prescribed by the Office of the Chief.

Job Knowledge

General knowledge of:

• The Organization’s Mission, Vision and Values.
• Structure of the Ottawa Police Service.
• Existing OPS systems, processes, and project delivery methodologies

Working knowledge of:

• Working knowledge of Project Management principles and concepts
• Report writing, business processes 
• OPS Standard Software (MS Office).
   

OPS Competencies

Hours of Work

Effort and Working Conditions

• Work is performed in standard office environment with where conditions can get noisy due to open concept area.
• Travel between OPS sites will  be required.
• High level of concentration required for minute taking and other related tasks.
• Long periods of time sitting at desk
• In person requirement for most meeting and planning
   

Desired Qualifications

• Working knowledge of MS Visio/MS Program, and SharePoint.
• Familiarity with all commonly used Project delivery models 
• Eagerness to learn and grow in project management role.