Project Manager

Department: History
Reports to Principal Investigator, Archives Unleashed Project
Jobs reporting: None
Salary grade: USG 7

Primary Purpose

The Project Manager is the primary staff person for the Archives Unleashed Project, an Andrew W. Mellon-founded research initiative with local, national, and international partners. The incumbent is responsible for the management of the daily operations of the project and assisting in the development, implementation, and oversight of the project’s organizational objectives, plans, and procedures. The Project Manager is also responsible for ensuring that the project is managed professionally and efficiently, in accordance with University of Waterloo policies, systems and guidelines, and in accordance with the requirements of the funding sources for the project. The Project Manager works with the Principal Investigator, co-Investigators, and Advisory Committee to develop, deliver, and evaluate the programs instituting the priorities of the project. The person in this role is to provide leadership in all aspects of financial planning, administration, and management with regard of the project, its affiliated research teams, and in its relations with various partners.

Key Accountabilities

Administration

  • Oversee the daily project and office operations in collaboration with the Principal Investigator, developing or adapting administrative processes and policies as required;
  • Provide overall research project coordination, helping to determine deadlines, schedules, and priorities for both the operational and strategic objectives of the project;
  • Manage such key project activities as: (i) Community Development (which involves facilitating four datathons by fielding questions, arranging logistics, and facilitating travel grants and administration); (ii) maintaining and providing access to project documentation; (iii) planning and implementing the issue tracker and repository; and (iv) supporting facilitation and outreach to stakeholders.
  • Provide project leadership and partners with ongoing team communications, updates, meeting minutes, and reports;
  • Maintain and update the project web page and the databases of affiliates and other collaborators and partners;
  • Serve as the designated point-of-contact for project participants, partners, and the media.

Financial Management

  • Implement and manage all procedural and administrative aspects of the project, potentially including monitoring multiple budgets associated with different funding agencies;
  • Exercise signing authority for routine expenditures, and be responsible for ensuring adherence to internal financial controls;
  • Reconcile ledgers monthly and work with University of Waterloo financial units to resolve discrepancies;
  • Manage the transfer of funds to other universities;
  • Gather and oversee the financial statements from sub-projects;
  • Liaise with university units, government partners, and funding agencies to ensure compliance with agreements/contracts;
  • Complete financial reports, and reports about deliverables, to multiple agencies (on a quarterly and annual basis);
  • Procure and negotiate service contracts and invoices as needed;
  • Provide guidance for, and participate in, discussions of financial planning and budget allocation.

Required Qualifications

Education

  • Undergraduate degree in relevant discipline or the equivalent combination of education and experience.

Experience

  • At least five years of administrative experience in a complex organizational setting involving the co-ordination of multiple organizational partners and the management of complex financial arrangements.
  • Previous experience with large-scale research projects within an academic setting is preferred
  • Previous experience creating and managing web content is an asset
  • Experience with large databases an asset

Knowledge/Skills/Abilities

  • Strong organizational skills and problem solving ability.
  • Demonstrated discretion and respect for confidential information.
  • Strong interpersonal skills and the ability to collaborate in a team environment.
  • Ability to work effectively under pressure, and manage multiple deadlines.
  • Excellent oral and written communications skills.
  • Knowledge of accounting principles and practices, financial planning, forecasting, budgeting, and report preparation.
  • Proven ability to prepare and effectively monitor budgets.

Nature and Scope

Contacts: The Project Manager is the primary point of contact for a wide array of individuals and organizations interacting with the project: researchers, universities, archives, media, and others. Clear, efficient, and professional communications with these partners is essential.

Level of Responsibility: The Project Manager must have the ability to work independently under minimal direction. Sound judgement and initiative are essential. Occasionally the work will involve the training and supervision of temporary employees and other kinds of contractual assistants.

Decision-Making Authority: The Project Manager will have the authority to make decisions about routine administrative matters, including budget allocations and staff resources, to meet established objectives. They will have signing authority for routine expenses and will consult with the Project Director on more complex and non-routine issues.

Physical and Sensory Demands: Typical for an administrative position in an office environment.

Working Environment: Office-based work with occasional travel to assist in the management of workshops and other types of events and meetings. Regular working hours. No significant physical or psychological risks are associated with the work.