Job Description

Position Information

Position Number

S00933

Position Title

Manager, Project Management Office

Division/Portfolio

Facilities Management

Department/Program

Facilities Administration

Location

Kelowna

Other Flexible Work Options

Your Opportunity

Under the limited direction of the Director of Campus Planning & Facilities Management, the Manager of the Project Management Office (PMO) oversees the planning, implementation, and successful execution of the College's Routine Capital program. This role encompasses strategic planning, budgeting, and resource allocation to ensure the delivery of each fiscal year's routine capital projects within established budgets and timeframes, aligned with institutional priorities. The Manager, PMO is responsible for assessing project requirements, including scope, funding, resources, timelines, and the most suitable project delivery model. In construction contexts, this may involve evaluating options such as design-build, construction management, stipulated sum contracts, or cost-plus models to determine the most effective approach for each project. Additionally, the Manager ensures that projects are assigned to appropriate resources to maximize efficiency and quality outcomes. In managing the PMO team, which includes two Project Technologists, the Manager conducts performance appraisals, addresses disciplinary issues, and identifies growth and development opportunities for staff. By applying established project management best practices, such as those outlined in the Project Management Body of Knowledge (PMBOK), the Manager develops and maintains a framework that supports project teams and stakeholders, enhancing the probability of achieving successful project outcome while continuously evaluating processes to drive improvements.

Functions and Duties

Strategic Planning and Execution:

Collaborates with the Director to develop and update strategic and operational plans for the Project Management Office (PMO) that align with the College's strategic objectives. This includes providing strategic guidance for routine capital projects as well as, when appropriate, managing smaller-scale major capital projects that support institutional priorities. The Manager ensures that initiatives are prioritized according to institutional needs, maintaining flexibility to adapt to both recurring routine capital and select major capital initiatives.

Operational Management:

Oversees the implementation of project management methodologies and best practices to enhance project outcomes. Monitors project progress, tracks budgets, and manages various reporting submissions to the Ministry of Post-Secondary Education and Future Skills, ensuring that quality standards and timelines are met. While team members are responsible for maintaining the Facilities Inventory System (FIS), Property Information Management System (PIMS), and Facility Condition Assessments (VFA), the Manager is accountable for facilitating these processes, ensuring annual updates, and achieving compliance with reporting requirements. The Manager must also be adaptable, prepared to take on new projects arising from special capital business cases, and oversee these projects in collaboration with stakeholders. This includes addressing evolving institutional needs and ensuring all new initiatives align with the institution's broader strategic goals.

Financial Oversight:

Manages both the PMO's operating budget and capital project budgets, including a substantial minor capital budget of approximately $4 million. Authorizes expenditures and contributes to the development of short- and medium-term financial plans. Ensures adherence to budgetary constraints for each budget type while optimizing resource allocation to meet project goals.

Leadership and Team Development:

Leads and mentors PMO staff, overseeing personnel matters such as recruitment, training, performance management, and development opportunities. Fosters a high-performance team culture, emphasizing collaboration and continuous improvement. Proactively address and resolve capital project inquiries and concerns, leveraging influence and negotiation skills to balance stakeholder needs with resource limitations and requests that often exceed available funding. Make logical, transparent decisions that prioritize accessibility and communicate effectively, ensuring a fair, accessible, and well-maintained campus environment within available funding constraints.

Stakeholder Engagement and Service Excellence:

Serves as the primary liaison for routine capital planning, ensuring transparent and effective communication with faculty, staff, students, and the public. Develops and maintains strong relationships with campus partners, external vendors, and contractors, facilitating the smooth execution of construction projects and initiatives. Proactively addresses and resolves construction-related inquiries and concerns, leveraging influence and negotiation skills to balance stakeholder needs with resource limitations and requests that often exceed available funding. Makes logical, transparent decisions that prioritize accessibility and communicate effectively, ensuring a fair, accessible, and well-maintained campus environment within available funding constraints.

Innovation and Continuous Improvement:

Establishes a framework for project management that encourages the adoption of innovative approaches and continuous improvement in processes and outcomes. Evaluates opportunities to enhance project methodologies and drive efficiency.

Community and External Relations:

Represents the College on provincial committees and liaises with government and private sector organizations, building strong relationships to advance the College's mission and objectives. Engages with community stakeholders to promote collaboration and support for PMO initiatives.

Education and Experience

Bachelor's degree in Construction Management, Architecture, Engineering, or a related field, with a minimum of 12 years of recent related experience and demonstrable Project Management/PMO experience, preferably within institutional settings. Minimum of 5 years of management experience, preferably in a unionized environment, leading a diverse team with strong leadership and performance management skills to effectively oversee operations and navigate competing priorities across multiple campuses. An equivalent combination of education, training, and experience may be considered. Project Management (PMP) designation (or equivalent). Holds and continually maintains a valid Class 5 British Columbia driver's license.

Skills and Abilities

Strong knowledge of project management fundamentals, including an understanding of the distinct phases and processes involved, and how they interrelate to support successful project execution. Additionally, possesses a general understanding of structural, mechanical, and electrical systems in construction, with the ability to recognize when to involve subject matter experts. Proven leadership and team management skills in a unionized environment, with the ability to resolve conflicts and manage performance. Strategic planning and resource management skills for developing and implementing maintenance programs across multiple campuses. Proficiency in Microsoft Office tools (Teams, Excel, Outlook), CMMS (Computerized Maintenance Management Systems) for managing both reactive and preventative work orders, Microsoft Planner, and MS 365, as well as familiarity with financial and HRIS programs. In-depth understanding of health, safety, and environmental regulations, along with labor laws and contracting rules. Expertise in contract administration and vendor management to ensure compliance with service agreements. Strong problem-solving and decision-making abilities to address complex maintenance issues promptly and effectively. Excellent communication skills for engaging with stakeholders, providing updates, and coordinating with diverse groups. High integrity and attention to detail, ensuring transparency and adherence to institutional values. Adaptability and resilience in managing unexpected challenges and shifting priorities.

Preferred Qualifications

Desired Start Date

06/23/2025

Position End Date (if temporary)

Schedule

Monday to Friday

8:00am to 4:00pm

Annual Salary/Hourly Rate

Range $85,711 to $125,709. Typical Hiring Range $102,853 to $114,281.

Appointment Type

Exempt - Continuing Full-time

Special Instructions to Applicants

Employee Group

Administration


Posting Detail Information

Competition Number

C003093

Posting Open Date

05/22/2025

Posting Closing Date

06/01/2025

Open Until Filled

No


Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.