Project Administrator

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Job Number:  J0422-0851

Job Title:  Project Administrator

Job Type:  Continuing Full Time

Department:  Administrative

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  27/04/2022

Closing Date (dd/mm/yyyy):  11/05/2022

Salary (with Salary Rate):  57,081.00 - 62,338.00/Year

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  22/04/2022

Carleton is a smart, caring and connected community that inspires and empowers individuals to become change leaders who drive impact in the world. Carleton's faculty and staff strive to provide a superior learning experience for our learners who hail from every province and from over 100 countries around the world. Situated on a beautiful campus bordered by the Rideau River and Canal, Carleton is just minutes from the heart of our nation's government and enjoys easy access to the many organizations, associations and businesses which thrive in Ottawa.

Reporting to the Director Project Planning, Design and Construction, the Project Administrator supports all aspects of the project management process and assists in coordinating construction projects by providing project administration, procurement, construction contract administration, financial reporting and schedule monitoring. This includes the preparation and processing of construction contracts, purchase orders, processing and record keeping of all type of project billings, Internal Chargebacks, and change orders. The incumbent is responsible for administrative functions of the Planning, Design and Construction unit including communication with consultants, contractors, faculty, and senior management, front-line reception and client inquiry resolution activities, ensures the efficient operation of
all administrative processes, and provides administrative support /calendar assistance to the Director, Project Planning, Design and Construction. The incumbent also provides administrative support as required to the unit’s Project Coordinators (3), Senior Project Manager (1) and Project Managers. In addition to being a key resource to Planning, Design and Construction staff, the incumbent provides information to Consultants and Contractors with respect to FMP tendering process, contract specifications, and administrative processes. The Project Administrator is required to provide information based on past practice.

In the function of Financial Administration, the Project Administrator is relied on by the Planning, Design and Construction group to predict, and make suggestions regarding the reallocation of project funds to ensure that available funds are identified for reallocation.

The incumbent must possess the following qualifications:
• Excellent organizational skills and the ability to set priorities are essential skills, as well as demonstrated resourcefulness, decision making ability, and flexibility and must have the ability to work quickly and accurately under pressure.
• Able to prioritize tasks, meet deadlines, and take initiative without supervision.
• As the incumbent is privy to confidential and sensitive information in regards to contracting and procurement, the incumbent must exercise discretion at all times.
• Sound experience and knowledge of purchasing, contracting, and order processing procedures, as well as experience working with a financial reporting system.
• Analytical and problem-solving skills are required to identify issues and support an appropriate course of action

The above is normally acquired through the completion of:
• Completion of 3 year post-secondary education, including courses in accounting, procurement, business computer systems and administration.
• Four (4) to Five (5) years of progressively responsible administrative experience preferably in a
project/maintenance and or facility management environment with exposure to a computerized project and/or maintenance management system and working with financials and budgets.
• Procurement experience is a must and contract management experience is preferred.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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