Program assistant Jobs in Toronto, ON

SUMMARY

The m Manager is responsible for planning, developing, delivering, and reporting on the program and all the projects within the program rollout through the full program life cycle. All projects to be delivered within scope, schedule, and budget according to BGIS as well as client procedural guidelines. Renovation type projects, installations, signage, and other real estate related projects are typically of high complexity, risk, and exposure. Hundreds of Projects may be within any Program.

The candidate must manage executive stakeholders and provide executive-level reporting & presentations.

KEY DUTIES & RESPONSIBILITIES

Program Management

• Effectively manages the delivery of assigned program rollouts from conception to completion such as: addition construction, ATM & Signage installation projects, renovations, and facility infrastructure projects.
• Manage very high volumes of emails, communications, meetings, and reporting.
• Effectively develops, oversees, and manages the day-to-day activities of the hundreds of program projects such as installation rollouts across multiple locations and delivery of interrelated projects.
• Actively tracks and manages individual project progress and overall program.
• Effectively executes and manages feasibility analysis & development of programs.
• Prepares and works with the client to develop business cases, scopes and budgets for projects in design development.
• Effectively manages projects and programs in accordance with legislative requirements and BGIS processes including scope, schedule, financial, reporting, document, communications, risk, environmental, procurement & contracting, commissioning, close out and moves management.
• Incorporates sustainable design practices, where practical, into project delivery, in accordance with BGIS processes.
• Analyzes project status, overall financial status and key performance indicators for client reporting & continuous improvement of delivery.
• Ensures proper and timely project and administrative-related reporting and systems inputs.
• Actively seeks additional services work to be performed by BGIS to mutually benefit the client and BGIS.
• Provides reporting required to support BGIS and Client needs with respect to program execution.
• Performs other duties, as assigned.
• Possesses a mindset that treats safety as paramount.
• Works with the Program Director on the development and delivery of annual plans, including setting milestone schedule and drives decision making for successful implementation.

Sr Program Managers will be responsible for their programs’ day to day work, updating individual Program Plans throughout the Program Lifecyle and developing and maintaining effective client relationships.

• Planning Items: Working with the Program Director to understand and develop their individual Program Plans (Procurement, Schedule, Scope etc) MS Program Schedule development & ongoing updates Identifying Stakeholders and their involvement Gathering requirements from Client, Vendors, and other Stakeholders for inputs to the Program Plans Utilizing and updating existing program templates for their programs needs Ensuring their input and detailed understanding of Program Plans, MS Excel Tracker & Dashboard Reporting RAID Log creation & updates throughout Program Lifecycle (Identifying Risks, Actions, Issues & Decisions) Creating, updating, and evaluating Procurement documents, strategies and life cycles. Ensuring vendors adhere to existing contracts and agreements. Day to day Planning activities . System updates, Vendor Mgmt, leading and taking Meeting Minutes
• Execution, Monitor & Controlling Items: RAID Log updates and weekly issuance to TD Work closely with GCs, Vendors & stakeholder to proactively coordinate schedules, activities and mitigate risks. Manage and effectively resolve project issues – ensuring any systemic issues are mitigated across the program. Engage Program Director when new major risks or issues impacting Program Plan is identified Master oversight/updates (with assistance from Program Coordinator) Daily Master Tracker review of sites with status that require follow up, risk mitigation, deficiency follow up, completion documentation review & receipt Reporting – Updates to Dashboards, RAID Logs and issuance to client Leading Mtgs with clients, vendors F/U with all action items Utilizing established processes for Tririga, Design Approvals, Lien Searches, VLS engagement, etc.
• Closeout: All closeout related activities in Reporting/Tracking Systems Follow up with Program Team and vendors on outstanding documents and invoices

KNOWLEDGE AND SKILLS

• Strong organizational, documentation and reporting skills.
• Ability to manage very high volumes of emails, data, and meetings while addressing day to day project & program activities.
• Demonstrated ability to work with competing demands, by effectively managing priorities.
• Experience with all aspects of Corporate and Retail Financial Institution Real Estate activity, encompassing effective vendor interaction, design, construction projects, facilities management, and general knowledge of real estate business.
• Knowledge of the practices, procedures, and principles of program management, enough to analyze detailed concepts, and apply as appropriate.
• Well-developed influencing skills necessary to resolve differences of opinion or approach perspectives.
• Developed management/leadership skills enough to lead/motivate and develop others in a matrix management environment.
• Post secondary or professional certification (. P. Eng, CMA, CGA, CET, MAATO or equivalent courses).
• More than five years of relevant work experience.
• Self-motivated and proactive.
• Process & metrics interpretation, development & analysis skills.
• Effective client service / management skills.
• Effective interpersonal skills.
• Excellent verbal and written communication skills.
• Strong project management skills.
• Ability to manage multiple assignments simultaneously.
• Extensive specific experience and skills related to the assignment.
• Construction management experience.
• Estimating/forecasting skills.
• Problem solving and conflict management skills.
• Knowledge of, and experience with industry standards and regulations.
• Strong computer skills relating to use of MS Excel as well as Outlook, Word and other relevant software like MS Project.
• Strong MS Excel & MS Project Skills are an asset.

Licenses and/or Professional Accreditation

• Project Management Accreditation is an asset
• Program Management Professional Accreditation is an asset.
• Valid driver’s license.

This is a regular, full-time position with a salary range of $93,972 - $117,466 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education, professional designations and performance related to this role.