Project Coordinator

Job Opportunity 

Infrastructure and Sustainability – Union (USW Local 1998)

Posting Date: April 9, 2025

Closing Date: April 23, 2025

Position Title: Project Coordinator

Pay Scale Group: USW Pay Band 9

Department: Infrastructure and Sustainability

Pay Rate: $64,585 with an annual step progression to a maximum of $82,593

Type of Appointment: Continuing/Permanent

Normal Work Schedule: Full-time - 35 hours per week; Monday to Friday from 9:00 AM to 5:00 PM 

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous peoples, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca  

Purpose:

Under the general direction of the Director, Campus Operations, the Project Coordinator is responsible for overseeing the management of assets in our organization, ensuring that they are utilized efficiently, sustainably, and in a financially viable way. The Project Coordinator will oversee the work of consultants and contractors, coordinate activities, and report any deficiencies or concerns to the Director, Campus Operations. The Project Coordinator is also responsible for supporting the overall university's operations, ensuring that they are managed efficiently, sustainably, and in a financially viable way.

The position is multi-faceted in that the incumbent is responsible for assessing project outputs against established quality control standards and Victoria University Design Standards by reviewing and assessing requirements needed in order to meet project timelines, including maintaining and coordinating relationships between strategic internal and external partners. Additionally, the Project Coordinator implements plans and processes to improve administrative workflows and construction project activities. The Coordinator informs the Director, Campus Operations of deadlines, project progress and provides detailed information to the Manager throughout lifecycles of various projects. Additional administrative duties of the position entail generating reports, updating and maintaining database records, writing routine documents and correspondence, reviewing project documentation, filing documentation, disseminating information and analyzing and collating data (BCA’s and FCI data). The role also serves as a resource to maintenance and other trades personnel within the Infrastructure & Sustainability department and other internal departments as related to the coordination of logistics and other activities for construction projects, for relaying information that is of a non-supervisory nature, and for making minor purchases with management approval.

To request a detailed copy of the job description you may contact the Human Resources team at vic.hr@utoronto.ca.

Qualifications Required:

Education

• Bachelor’s degree
• Trades certifications (mechanical, electrical, architectural, or CET)
• Equivalent combination of education and experience may be considered
• PMP designation is considered an asset

Experience

Minimum of five (5)-years of demonstrated experience in a facilities management position

Other

• Requires interpersonal skills and communication skills, both verbal and written, with skills in reading, interpreting and using job related documentation, for example architectural concept drawings prepared by others
• Ability to explain processes and procedures accurately to a wide range of diverse people
• Highly developed computer software skills in using AutoCAD, Microsoft Office Programs, especially Word, Excel and Access, and Adobe Professional.
• Good manual dexterity, knowledge of use of tools of the trade, both hand and mechanical and the ability to work outdoors to perform tasks related to assessing construction project sites.
• Experience using computerized maintenance management systems (CMMS) for inventory management, control and preventive maintenance scheduling
• Experience with organizing, scheduling and tracking multiple projects and project timelines
• Proficient with project management tools, ex. MS Project, Gantt Charts etc.
• Ability to deal effectively with multiple priorities and projects with conflicting deadlines, while maintaining a high degree of accuracy and work quality
• Experience supporting working groups (committees) including with taking meeting minutes, preparing and circulating agendas etc.
• Demonstrated success in maintaining positive relationships with a variety of internal and external partners
• Ability to exercise tact, diplomacy, discretion and problem solving skills and to work under pressure to meet deadlines
• Strong planning, organizational and analytical skills 
  
  

DUTIES

The Project Coordinator works in a safe professional manner to complete key responsibilities related to the objectives of the Infrastructure and Sustainability department as part of fulfilling the University’s Capital Assets Plans:

Project Coordination & Administration  

• Supports the planning and execution of capital improvement projects for site assets, in accordance with the Campus Grounds Master Plan, the Strategic Framework, the Ten Year Master and future Capital Plans
• Provides input to asset management plans, policies and procedures with an emphasis on sustainability, accessibility and energy management
• Organizes schedules and logistics of outside consultant and contractors
• Coordinates construction related meetings and plans logistics and necessary activities for events and construction projects with other departments on campus
• Reviews and assesses requirements needed to meet project timelines and communicates project requirements, providing detailed information to the Director, Campus Operations responsible for project oversight and/or other partners as required
• Monitors consultant and contractor compliance with our organization’s policies, procedures and design standards and reports anomalies to the Director, Campus Operations
• Coordinates asset management and project management tasks such as annual capital projects planning, inspections and other construction activities with other University staff
• Participates in the development of budgets and forecasts for asset management and annual capital projects  
• Collaborates with internal and external partners to ensure the successful implementation of asset management initiatives and capital projects
• Tracks, collects, collates and verifies accuracy of information related to project progress before disseminating it and related project documentation to others 
• Prepares, reviews and manages project correspondence and reviews and provides feedback on construction drawings
• Completes assigned tasks according to production schedules and project plans
• Maintains strong relationships with internal and external partners of strategic importance throughout the lifecycle of constructions projects
• Confirms to Director, Campus Operations that appropriate project approvals are in-place at various milestones of construction project management
• Informs Director, Campus Operations of impending deadlines or concerns related to construction projects
• Resolves problems within the scope of construction projects and escalates concerns as required
• Generates reports, updates databases, prepares meeting agendas and other routine written correspondence
• Gathers information in preparation for planning reports 
• Organizes, collates and analyzes data (BCA, FCI) on an ongoing basis for various reports and takes necessary actions to correct errors
• Maintains information on digital platforms and/or printed materials
• Responsible for records management of both paper and digital records; digitizing records where possible and managing records archival processes
• Manages financial administration: issues purchase orders, processes invoices with Finance, monitors accounts, provides input to cost estimates, makes minor purchases with manager approval 
• Consults with, and obtain approval from, the Manager, to order, purchase or rent equipment or other materials needed in the course of a construction project

Other

• Maintains up to date and well informed knowledge of construction management and project management industry trends and best practices
• Recommends changes to administrative processes and procedures for continuous improvements to the department operations
• Implements plans and improvements to administrative workflows, project activities etc.
  

Health and Safety Responsibilities:

• Ensures compliance with Health and Safety policies and procedures
• Maintains awareness of construction Health and Safety laws and regulations
• Responsible for maintaining a healthy and safe environment campus-wide (capital assets conditions and contractors) in order to allow faculty, staff and students to operate effectively and efficiently
• Responsible under OHSA legislation for working in a safe manner and maintaining a safe working environment
• Monitors contractors to ensure they work in accordance with OHSA requirements; reports anomalies to the Director, Campus Operations
  
  

To Apply:

Internal Candidates: Apply by visiting https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and submit your application.

External Candidates: Apply by clicking "Apply Now" below. 

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.