Job Description

JOB DESCRIPTION
Job identification
Job title: Administrative and Project Coordinator, Information Systems
Division: Information Systems
Supervisor: Associate Director, IS
Posting period: from July 20 to August 7, 2022
Start date: As soon as possible

About the CCA
The Canadian Centre for Architecture (CCA) is an international research center and museum founded on the conviction that architecture is a public concern. Responsive to the changing cultural context of our time and based on its extensive collection, exhibitions, programs, and research activities, the CCA is a leading voice in advancing knowledge, promoting public understanding, and provoking new ideas and debate on architecture, its history, theory, practice and role in society today.

Job summary
The responsibilities of this job include the coordination of the overall deadlines of IS Projects. More specifically, the position includes the coordination of projects follow-ups, within the IS division and the divisions of CCA, inventory and information exchange, as well as budget monitoring. The candidate must also ensure the coordination with IS Vendors, the CCA divisions and respond to the evolving needs of the organization. The candidate will also be called on to participate in organizing and providing training activities relating to IS training.

Key responsibilities
Coordination and project activities

• Prepares and ensures the distribution and monitoring of divisional information systems project planning and timelines
• Follows up on projects with the Associate Director, IS and the other divisions in the preparation of budgets, schedules, updates, presentations, and communications for IS
• Coordinates the yearly budget and financial planning for IS Division including invoices, contracts and vendor agreements
• Prepares project charters, scope definition, resource planning, and roadmap in discussion with the Associate Director, IS
• Coordinates and participates in the preparation of calls for tenders, documents, and contracts, and manages contractual agreements for IS projects
• Reviews legal documents (agreements, contracts, approvals, etc.) requiring the signature of the Associate Director, IS, and makes the necessary corrections beforehand
• Handles payments and invoices for vendors, business agreements, coordination with Administration division and innovates in tracking and follow-ups.
• Makes sure to be updated about IS projects implementations

Administrative duties

• Supports the Associate Director, IS in daily operations and the control and monitoring of the division project budgets
• Coordinates administrative matters with the Associate Director, IS and handles confidential files related to budgetary planning
• Writes and/or collaborates in the production of various reports, minutes, memos, documents, and institutional correspondence as well as the preparation of visual presentations and executive summaries
• Organizes divisional and inter-divisional meetings, compiles necessary documents, and distributes to participants
• Works in collaboration with the administrative coordinators in the organization on the various projects of the institution
• Maintains an up-to-date database of stakeholders from various vendors
• Supports the integration of new staff members in the division by liaising with the People and Culture division
• Maintains the IS subscription file and proceeds with renewals when due

Required qualifications

• Education: Bachelor's degree in commerce or a relevant field or training in cultural organization management, project coordination, or any other related degree
• Number of years of relevant work experience: 3 to 5 years in Project Coordination or administrative role and planning
• Fluency in written and spoken French and English, ability to draft and review documents and contracts
• Skilled with numbers and statistics
• Ability to illustrate financial data in a schematic and simplified manner
• Excellent knowledge of Excel and MS-Office, Adobe Suite, In Design, or equivalent
• Knowledge of project, budget, and schedule management methodology
• Ability to work under pressure and manage tight deadlines
• Thoroughness and attention to detail
• Great attention to sensitive and confidential documents
• Flexibility to evolve in a multicultural and international work environment

Please submit your application (resume and cover letter, in English or French) by email to rh@cca.qc.ca to the attention of People and Culture division of Canadian Centre for Architecture, 1920 rue Baile, Montreal (Quebec) H3H 2S6. The application deadline is December 4, 2022. Only successful applicants will be contacted. Please do not call.
The CCA has an employment equity policy and encourages diversity. The CCA invites anyone having the qualifications listed in the job posting to apply.
For all CCA existing job opportunities, visit our website

Requirements

• Asset - Experience in project management
• Important - Administrative and Budget follow-ups
• Important - Experience in call for tenders
• Important - Bilinguilism
• Important - Computer knowledge

Knowledge and abilities

• Important - Project Coordination and follow-ups
• Essential - Knowledge of MS-Office
• Important - Creating management reports and presentations
• Important - Editing and writing skills
• Important - Negotiation with suppliers

Salary benefits : 4 semaines de vacances, Regime de retraite, Regime d'assurance groupe, Conges personnels, etc.

Relocation/Travel requirements : n.a.

Canadian Centre for Architecture

The Canadian Centre for Architecture (CCA) is an international research centre and museum founded by Phyllis Lambert in 1979 on the conviction that architecture is a public concern. Based on its extensive Collection, exhibitions, programs, and...