Position Profile

Job Title:  Manager, Planning and Project Management

Work Unit:  Child Intervention, ADMO, Projects, Partnerships and Knowledge Management

Ministry:  Alberta Children's Services

Competition Number:  1041259

Date:  March 2017
 

Position Summary

 

The Child Intervention (CI) Division provides oversight in practice, supports and services for an integrated, evidence-informed and culturally-sensitive approach in serving the children, youth and families of Alberta.

The CI Division works with stakeholders and community-based agencies to support improved outcomes for vulnerable children, youth and families by leading policy, practice and program development in the areas of early intervention and prevention, child intervention and child and youth mental health and addictions; lead quality assurance and continuous improvement initiatives for child intervention systems including child intervention service delivery and negotiation of service delivery agreements with, and supports to the 17 Delegated First Nation Agencies that provide child intervention services to children and families on many of the reserves in the province.

Reporting to the A/Senior Manager, Projects, Partnerships and Knowledge Management, the Manager, Planning and Project Management will lead the division in business planning processes and project management activities for the CI division. Using project management best practices and expert knowledge, this position is responsible for overall project coordination to ensure the timely project completion. The Manager will perform a variety of tasks including setting deadlines, assigning responsibilities, monitoring, documenting, reporting progress of the project, and planning for project evaluation. It is important that this individual applies project management techniques to successfully complete all the projects on time and within budget in alignment with the project scope and deliverables.

The Manager applies project management methodologies, uses effective written and oral communication skills, and uses well developed interpersonal and leadership abilities to build agreement and guide decision-making without positional authority. This position will be responsible for liaising with other Children’s Services project/ portfolio management teams.

This position uses leadership, negotiation and team building to meet division business planning activities. The incumbent maintains a high level of service managing projects while anticipating future satisfaction of user/customer service levels and emergent issues and projects, both operational and strategic, which may impact resourcing, timelines, and project success. Strong relationship-building and networking skills are required to lead various cross-divisional and/or cross-ministry working teams and working with external partners to develop and deliver mutually agreeable objectives.

Awareness of the legislative and policy process is required as the position provides project management support to policy enhancements or legislative changes.

This position supervises Project and Planning Analysts who are responsible for project and policy support. The incumbent is required to ensure appropriate training and development opportunities are made available to the analysts, and effective knowledge transfer occurs.

Specific Accountabilities

  1.

Manage multiple and concurrent projects that provide policy and practice solutions to support CI program strategies and public recommendations.

Activities:

  • Apply project management methodology, standards, best practices, tools and techniques for planning, execution, tracking and status reporting, post-implementation, and monitoring of key performance metrics in quality and effectiveness.
  • Manage all aspects of project management, including: developing and updating project charters, project reporting, project integration, scope, schedule, cost, quality, human resources, communications, as well as risk and procurement management.
  • Consult with other stakeholders to determine, manage and communicate cross-project dependencies.
  • Oversee the work of project team members and directly influence them to take positive action and be accountable for their assigned work.
  • Proactively manage changes in project scope, identify potential issues and risks, and devise contingency plans.
  • Evaluate contract deliverables to make sure the work meets requirements and maintains a high level of quality.
  • Define project success criteria and disseminate them to identified stakeholders and sponsors throughout the project life cycle.
  • Report on project status and outputs.
  • Facilitate sign-off of project charter, project plans, designs, quality assurance reviews, etc.
  • Draft appropriate communication and change management tools as required.
  • Continuously monitor ongoing project(s).
  • Conduct a project post implementation evaluation and create a recommendations report in order to identify successful and unsuccessful project elements.
  • Successfully complete the project including the formal acceptance of the deliverables.
  • Administrative activities include the archiving of files and documenting lessons learned.
  • Coordination of project resources; people and finance.
     
  2.

Work closely with the CI leadership, serving as a lead in order to facilitate the business and operational planning processes.

Activities:

  • Provide consultative services and support to the business and operational planning activities of the CI division.
  • Consider strategic direction of ministry and government when developing project plans.
  • Establish strong working relationships with stakeholders, sponsors, delivery partners and business units to facilitate ongoing business planning and reporting.
  • Provide leadership alongside business stakeholders to ensure business objectives are met.
  • Establish and effectively communicate expectations to team members and stakeholders in a timely and clear fashion.
     
  3.

Integrate management of projects with other governance and management processes.

Activities:

  • Contribute to the continuous use of best practices and tools for project execution and management.
  • Assist in defining principles, standards and methodology by which project management services will be delivered.
  • Provide analysis and feedback to assist in determining project priorities.
  • Develop project management resources and instructional information to assist with the division adoption of best practices.
     
  4.

Provide project management advice on policy and legislative projects.

Activities:

  • Ensure, where appropriate, that all policy and legislative processes review follow project management methodologies.
  • Develop relationships across the division and ministry to identify other policy and legislative projects that are related and leverage these when possible and appropriate to create synergy.
  • Develop division plan to track policy and legislative priorities, reporting as appropriate and identifying potential partnerships to leverage improvement initiatives.
  • Consider strategic direction of Ministry and Government when providing project management advice on policy options.
     
  5.

Develop and lead junior staff.

Activities:

  • Identify opportunities for junior staff to contribute to divisional priorities.
  • Encourage staff to be innovative and provide alternative policy or project options when brainstorming or strategizing.
  • Ensure direct report(s) have a balance of meaningful work and core duties that provide effective outcomes for both the division and the staff member.
  • Identify and encourage staff to participate in developmental opportunities within the division, ministry and across government.
  • Ensure staff member(s) have performance plans and training and development plans and their work is regularly reviewed, including identification of strengths and areas of improvements.

Knowledge / Experience

 

Skills:

  • Fluent in the use of computer tools (MS Project, MS Excel, Gant Charts, Visio, etc.).
  • Excellent communication skills (written and spoken); comfortable presenting to a wide variety of audiences and tailors approach accordingly.
  • Good group facilitation skills.
  • Adaptability and flexibility.
  • Demonstrated leadership (good people person) ability.
  • Strategic thinker, ability to consider wider environment within and external to government when developing and recommending options.
  • Excellent networking and relationship-building abilities.
  • Skilled at mentoring and developing staff to achieve positive outcomes for junior staff while successfully accomplishing unit, and divisional goals.
  • Excellent knowledge of project management principles.
  • Ability and willingness to develop and embed project management approach within the division.
  • Initiates and completes processes to achieve challenging outcomes; is persistent in meeting goals.
  • Influence decisions without positional authority to achieve goals and successful outcomes.
  • Strong strategic skills to identify and leverage improvement initiatives across the division, ministry, and wider government.
  • Understanding of government legislative, policy and planning processes.

Education:

  • An Advanced degree in a related discipline or a Bachelor degree with at least 4 years of experience.
  • Project Management Certificate or equivalent.
  • Equivalencies will be considered Training Experience.
  • Project management training and experience.
  • Experience working with multiple stakeholder groups both within and external to government.
  • Successfully managed projects within prescribed timelines.
  • Understanding of Government processes.
  • Knowledge of policy development cycle.
  • Program knowledge would be an asset.

Leadership and Business Know-How

 

This position provides leadership and guidance to the project and operational planning of the division. As the work of the division is broad, this requires extensive business knowledge as well as demonstrated leadership in the following:

  • Leading and building teams to create and sustain a results-oriented and collaborative culture including developing and supporting a learning organization.
  • Identifying opportunities for innovation and potential business risks and developing creative solutions to complex issues.
  • Consultation, facilitation and conflict resolution in working with stakeholders.
  • Developing and maintaining operational and collaborative working relationships within the Ministry, across GoA and with partners and stakeholders.

For example, the position provides leadership to large scale projects that impact the entire division and require the position to lead teams of management, professional and administrative staff. The resulting recommendations are made senior management staff.

Problem Solving

 

Influencing the actions and decision of a wide variety of stakeholders.

  • Ensure multiple pieces of work from regulatory to policy to communications to operational changes occur within prescribed time frames by multiple parties on each project; establish and adhere to operational goals and establish project timelines.
  • Prioritize needs and deliverables of multiple projects to ensure adequate resourcing and timelines are met.
  • Work within the constraints imposed by other program and Ministry requirements; build effective alliances and teams among stakeholders holding different perspectives.
  • Analyze complex information and identify strategic options.
  • Facilitate planning and collaboration across multiple stakeholder groups, assess competing priorities or differing viewpoints to arrive at satisfactory outcomes.

Relationships / Contacts

Clients Frequency Nature and Purpose of Contact
Internal

Divisional Staff

 

 
  • This position supervises Project and Planning Analysts
Daily
  • Project Management leadership, tracking and reporting.
  • Supervision.
  • Reporting and decision making related to business planning and projects.
  • Staff and management within ministry and from other ministries within the GoA
As required
External
  • Research and academic bodies
  • Significant stakeholders including contracted agency sectors and associations, i.e. ALIGN
As required to gather stakeholder input and consultation and project communication and information
  • Stakeholder communication.

Impact and Magnitude of Job (Scope)

 

The incumbent’s work impacts the entire division and is focused on a large and significant clientele- including ministry staff and external service delivery partners. The incumbent will provide interpretive, advisory and other leadership important services in order to achieve results. These projects require large system transformation on both the business and technical sides of the organization.

Under the leadership of the A/Senior Manager, Projects, Partnerships and Knowledge Management the incumbent is required build strong relationships within and outside the division to organize and plan various and complex assignments that impact the way business related strategies or programs are implemented. The incumbent must have a sound knowledge of the Ministry, programs and issues facing the department.

The incumbent works with line management from all program areas within the Ministry in the development, evaluation and implementation of projects and initiatives leading to effective business and operational decision-making.

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