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PROGRAM ADMINSTRATOR

Ottawa

Job Summary

Title: Program Adminstrator
Security Clearance: Enhanced Reliability Status
Travel Required: No
Start Date: immediate
Employer Type: Public Sector

Description

Our government client is seeking the services of a Program Administrator.

Duties

  • Monitor and action emails delivered to the STS PMO Inbox in a timely and effective manner.  Responsibilities include the distribution of email action items to the appropriate STS Subject Matter Expert (SME), track and centralize STS SME to the vendor and track completion of action.
  • Monitor the delivery of contractual reports through the STS PMO Inbox.  Responsibilities include the distribution of the reports to a multitude of distribution lists and the escalation of non-delivered reports to the STS Manager Vendor Performance.
  • Maintain several distribution lists based on three Inboxes.
  • Monitor and action service requests received in the STS PMO Inbox.  Responsibilities include following up on the sign-off procedure for service requests, monitoring the delivery of the requests and the distribution of the results to the requestors.
  • Act as a back-up to the STS Change Manager for Change Requests received in the STS PMO Inbox.  Responsibilities include the research and compilation of information for the sign-off of contractual document deliverables, Change Requests and Task Authorizations (TAs) from the STS stakeholder team.
  • Responsible for the conversion of the daily vendor extract for problem tickets.  Responsibilities include the daily uploading of information to the STS internal databases.
  • Attend the bi-weekly meetings for STS Problem Management.  Responsibilities include the distribution of the bi-weekly agenda, distribution of bi-weekly reports and statistics and the meeting minutes. 
  • Document and maintain process and procedures for the STS Problem Management duties, STS PMO Inbox duties and any other related STS operational requests.
  • Assist in coordinating and issuing surcharge notifications to government departments and tracking outstanding balances for government-wide interdepartmental settlements. 
  • Plan, update and monitor components of the program activities in a federal government environment, using Microsoft Project.
  • Assist in the preparation of reports, graphics and presentation material on research conducted.
  • Conduct research on major airline carriers and collecting cost information for flight comparisons between major Canadian cities.
  • Analyze trends of major airline carriers’ costs between major cities across various booking periods.
  • Estimate the projected resource cost for the program by fiscal year based on incurred costs to-date.

Qualifications

Qualifications:

  • Diploma from a recognized post secondary institution in Business Administration.
  • Minimum five (5) years of relevant experience withing the last eight (8) years, is required

Experience: The résumé of the proposed candidate must demonstrate the following experience.

  • A minimum five (5) years of relevant experience across the following program areas is required. 
  • Experience in managing multiple project and/or program Inboxes.
  • Experience documenting and maintaining operational processes and procedures.
  • Experience in problem management, which includes the review of problem tickets, prioritization, direct distribution for immediate resolution, and escalation to subject matter experts when required, distribution and annotation of resolution.
  • Experience in change control, which includes the creation of change requests (CRs) on behalf of stakeholders, tracking the status of any open CRs and raising task authorizations.
  • Experience in creating, updating and monitoring components of the program activities, using Microsoft Project;
  • Experience in entering data and creating reports, using MS Access, MS Excel, PowerPoint, and MS Word.
  • Experience working in a travel related environment, excluding the actual booking of travel.
  • Experience in researching and collecting the cost information of major airline carriers between major Canadian cities using a travel management system such as Concur.
  • Experience in comparing and analysing trends in airline costs and creating reports and presentation material.
  • Experience in collecting, compiling and analysing relevant program cost information to capture incurred costs and forecasting cost requirements for contracts and for the fiscal year.
  • Experience in coordinating financial cost settlements between private and/or public sector departments or organizations
 Abilities:
  • Strong organizational skills
  • Strong problem resolution skills
  • Strong writing skills
  • Ability to prioritize
  • Confidentiality and discretion
  • Strong analytical skills
  • Work well alone or in a team environment
  • Ability to work well under pressure and meet deadlines

How to Apply

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