Information Technology Project Coordinator

Job Title: Project Coordinator

Department: Enterprise Risk Management

Reports To: Senior Basel Program Manager

Purpose of Job

This position is for a Project Coordinator who will reside in the Basel PMO and report to the Senior Basel Program Manager. In this role, the incumbent will be responsible to work alongside and support the Senior Basel Program Manager in all aspects of managing a material program. The incumbent will also support the Director, Basel Compliance, as well as provide support to the Vice President, of Enterprise Risk Management.

Main Activities:

AIRB Program

• Maintain the AIRB Program level RAID logs.
• Maintain/manage and inventory the completeness of project documentation as appropriate.
• Create and maintain project templates as required.
• Manage the content of the Basel PMO mailbox.
• Provide Basel PMO support to all business streams participating in the AIRB Program in alignment with the AIRB Program Handbook. This includes weekly status reporting, project plans, RAID log maintenance, Program templates, and Change Requests.
• Participate in monthly budget tracking and fiscal planning, as required.
• Prepare weekly program reporting, including program dashboards, status summary, and share with stakeholders.
• Coordinate, schedule and help to manage meetings, assist in agenda creation, create/collect meeting content, and capture discussions, risks, issues, decisions and action items in meeting notes as required.
• Act as the Administrator and provide program support for the AIRB Program’s Confluence site.
• Prepare the weekly PMO report package including program dashboards, and status summary.
• Create process/ workflow charts and diagrams as required.
• Provide support to the Director Basel Compliance and the Vice President Enterprise Risk
• Follow-up and document progress against action items.
• Collect, prepare, facilitate program wide Dependency works on a quarterly basis.
• Create and provide customized reports and presentation materials for meetings as well as for key project/program leaders; distribute to management teams as required.

Management, including:

• Support the collection and preparation of steering committee materials as required
• Provide coverage for Basel PMO team members as required.
• Organize and maintain documentation to support the AIRB application to OSFI.
• Facilitate meetings as required.
• Scheduling, documenting and following up on meetings.
• Collect, monitor and prepare updates with regards to AIRB compliance gaps raised and actioned by business units.

Client Relationship Management

• Develop and maintain effective relationships with all business streams and IT members participating in the AIRB Program.
• Where appropriate, assist program business streams with Project Management deliverables.
• Escalate difficult or complex project-related business stream issues to Basel PMO.

Knowledge/Skill Requirements:

• Post-secondary education in a related field or equivalent work experience
• Strong time management, analytical and problem-solving skills
• Good working knowledge of MS Office, Visio and MS Project
• Three years’ plus of experience as a Project Coordinator or similar role in a Financial Institution
• Must be detail-oriented, an analytical multitasker and able to work at a reasonable pace without delay
• Experience supporting Project Managers in the delivery of business or technology/IT projects
• Must have the ability to build and maintain professional relationships
• Must be able to demonstrate experience working with different project management approaches including Agile, Waterfall, Iterative, Incremental as well as hybrid
• Strong organizational skills are a must with the ability to multi-task with aggressive timelines
• Exposure to AIRB (Advanced Internal Ratings Based) concepts is a plus.
• Must be able to work in a high volume, high pressure environment
• Previous experience with Atlassian eco system including Jira/Confluence highly desirable
• Exceptionally developed verbal, written and presentation skills with the ability to respond in a clear, concise and consistently professional manner with all levels of the organization
• Ability to work effectively both independently and as part of a team in a collaborative nature

Job Complexities / Thinking Challenges:

The position is faced with having to:

• Display flexibility, resilience, and resourcefulness in addressing issues
• Facilitate meetings independently and must have a structured approach to make sure meetings are well organized and of value
• Demonstrate the ability to translate need into actions.
• Coordinate with multiple Basel PMO team members, Business Unit Stakeholders and potentially multiple vendor contacts which may occasionally be in different time zones.
• Have a good understanding of the Project Management Life Cycle as well as Software Development Life Cycle
• Help coordinate and manage multiple streams of work, at a fast pace, some of which may be very technical in nature.

Accountability:

• The incumbent may be asked to attend and document industry meetings (e.g. Canadian Banking Association)
• When in a support function, the incumbent may be working on projects that are highly strategic and part of the annual Enterprise targets.
• The incumbent may also be asked to work independently, with some level of autonomy, on smaller projects or work streams that are part of larger projects.
• The incumbent will be accountable to ensure day-to-day project and Basel PMO activities are completed within required timelines.
• The incumbent will be required to coordinate with external vendors and internal departments as necessary.
• The incumbent will support project managers on assigned projects in a matrixed reporting structure.

Key Internal and External Contacts

• The incumbent will communicate and work closely with all levels within the organization necessary to achieve program objectives
• The incumbent is responsible for maintaining the day-to-day relationships and communications with internal and external stakeholders necessary for the success of the project

Physical Demands / Working Conditions

• Occasional work outside of normal office hours including weekends as required
• The workload is demanding with tight timeframes to produce results
• Minimal local travel may be required to vendor or offsite work group locations
• Hybrid work environment currently set at 1-2 days in the office.