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1 Job Description 1. Position Identification Position Title: Junior Project Manager Department: Innovation Centre Reports to: Program Manager Number of Direct/Indirect Reports Direct_0 Indirect 0 2. Position Summary Ocean Networks Canada (ONC) is a world-leading organization supporting ocean discovery and technological innovation. Operating as a not-for-profit society, ONC is responsible for the management of VENUS, the coastal network, and NEPTUNE Canada, the regional network, on behalf of the University of Victoria. ONC s vision is to be a world leading organization supporting ocean discovery and technological innovation. ONC s mission is to enable transformative ocean research and technology development through an innovative cabled infrastructure that supplies continuous power and Internet connectivity to a broad suite of novel subsea instrumentation in coastal and deep-ocean environments. ONC is also responsible for the delivery and operation of multiple observing stations in the North Coast of BC, West Coast of Vancouver Island and the Strait of Georgia. ONC is also currently delivering projects related to public safety like the Earthquake Early Waring System In addition, Ocean Networks Canada runs the Innovation Centre. The Innovation Centre is a business division within Ocean Networks Canada that has leveraged this observatory to develop a suite of products and services The Junior Project Manager is an integral member of the project team responsible for delivering programs and projects of varying size and complexity, with a primary responsibility to oversee the execution and ultimately the completion of projects. This role will participate in program and project planning, scheduling, organizing and controlling delivery activities, and ongoing governance and reporting activities. The Junior Project Manager will manage projects of small to medium size. The position supports all project management processes and procedures required by various corporate projects. The Junior Project Manager also provides overall support to several project managers and project management teams, according to the relative priority of projects around ONC and the ONC Innovation Centre. This is a term, 9-month contract position that may become a permanent position after a reorganization of ONC is completed. 3. Key Responsibilities and Expectations Key Responsibilities % of time Expectations: Project Management and Project Management Support (40%) Creates and maintains project schedules for own projects and on behalf of other program and project managers Coordinates with functional areas the allocation of members of projects teams

2 Provides input on drafting and issuing project proposals, RFP s, budgets, cash flows, preliminary schedules, and presentations Produces and distributes all project artifacts Collects and centralizes documentation related to the project (e.g. regular status reports, time sheets, expense claims, etc.) Is responsible for the proper disposal (archiving or filing) or project artifacts according to ONC policies and procedures Responds to stakeholders need for information through pre-defined channels Prepares project status reports resulting from regular governance review meetings Monitors and reports on issues and risks associated with the targets and milestones of the project, and suggests and manages risk mitigation actions Updates of risk registers, issue logs and decision logs and assists program and project managers with these tasks Documents risks that will escalate to the ONC level and assists program and project managers with these tasks Effectively and accurately communicates relevant project information to the project team Prepares project organization and communication charts In the absence of the project managers, ensures project continuity by maintaining contact with stakeholders to ensure progress towards project milestones. May be required to represent the manager at team meetings Issues Contracts, Letters of Intent, Purchase Orders, etc. at the direction of the project managers Reviews and makes recommendations to the project managers on Contractor quotations, and helps the ONC Finance department administer and ensure compliance with UVic's procurement policies and procedures Project Monitoring (40%) Monitors and manages the project s critical path, including the scheduling and completion of specific deliverables and assists the program and project managers with these tasks Uses project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures Tracks the progress and quality of work being performed by design disciplines and trades Keeps stakeholders informed about project status and issues that may impact client relations Maintains project documentation repository focusing on quality and version control Maintains Contract Execution Tracking Log

3 Implementation of Project Management Policies and Procedures (10%) Reviews field inspection reports from Consultants throughout the lifecycle of the project, and flags important issues (e.g., late deliverables, budget status, missing status reporting, etc.) Tracks and manages contemplated change notices and change orders Prepares substantial completion certificates and ensures all required project close out documents are obtained Facilitates the adoption of project management principles and best practices by acting as a reference point and technical assistant for ONC staff Works with program and project managers to define and establish project management procedures applicable to individual corporate projects, while maintaining the corporate project management methodology Identifying project management training needs for ONC staff, and sourcing and organizing training as required Participates in the development of new project tools, templates and processes, sometimes beyond the scope of project management processes Project Coordination (10%) Assists program and project managers with the scheduling of meetings, workshops, and other activities both internal and external to ONC Prepares meeting facilities, materials and logistics; plans and prepares meeting agendas, and assists with the coordination of the participants Attends meetings, documents and distributes minutes to all project team members as required, performs follow-up on commitments and action items, proactively identifies risks related to timelines for critical path items, identifying task scheduling conflicts, etc. Prepares and documents the weekly Innovation Centre Staff meeting of behalf of the Innovation Centre Director 4. Classification Factors: a) Independence of action, authority and decision making: The Junior Project Manager works under the guidance and direction of the Project Management Office, and is expected to be able to develop project-specific strategies based on parameters provided by program and project managers. The Junior Project Manager is required to be an independent self-starter, and work within the framework of the Project Management Office. The position will have independence for making decisions. The Junior Project Manager will monitor the critical path of the projects that s/he is assigned. This requires the construction of a model of the project that includes: a list of all activities required to complete the project (typically categorized within a work breakdown structure); the time (duration) that each activity will take to complete; the dependencies between the activities; the resources assigned to the activities; and, logical end points such as milestones or deliverable items.. It is the Junior Project Manager s responsibility to monitor the critical path and report to the project sponsor

4 when scheduling conflicts or other delays occur. The Junior Project Manager will suggest and implement contingency plans for ensuring that the project remains on track or continues to progress within revised timeframes. b) Accountability scope and impact: The impact of the decisions of the Junior Project Manager is moderate to high. The Junior Project Manager holds the responsibility of monitoring and reporting the progress of the project. Other ONC stakeholders rely on the information provided by the Junior Project Manager to make informed decisions at different stages of the project. The impact is also related to the services delivered by ONC and the users of those services. The decisions made by the Junior Project Manager may impact ONC staff, suppliers, and third party service providers. There is significant autonomy of decision making, although most major decisions are in collaboration with the program and project managers and/or supervisory staff. The Junior Project Manager will act as an ONC-wide resource for understanding and implementing project management best practice tools. The Junior Project Manager will mentor and instruct others on the use of project management systems, processes, procedures, and policies. The Junior Project Manager will provide guidance and direction including advice and recommendations on project monitoring to the project teams, and will offer technical and functional support in the monitoring of project milestones and deliverables. c) Supervision given and received: The Junior Project Manager provides formal direction and coordination to project delivery staff, suppliers and service providers. The position reports directly to the Program Manager for the Innovation Centre, but works under direction from other program and project managers within ONC for specific activities. d) Budget, Financial & Material resources: The Junior Project Manager is familiar with purchasing policies, plans for lead times for procurement of goods and services, and coordinates timing and delivery. The Junior Project Manager has financial accountability for the projects s/he is managing. e) Problem-Solving The Junior Project Manager must be able to reconcile and resolve issues that arise over the course of the project, which requires creativity, reasoning, and judgment. The Junior Project Manager must be able to respond to deviances from the project plan and conflicts that arise as a project progresses, to ensure that the project continues to move towards completion. The position requires a high level of organization and the ability to manage multiple complex interdependent tasks, activities and events within project and environmental constraints (especially for critical path monitoring responsibilities). The Junior Project Manager must help define and implement project-related policies and procedures, and to promote the use of best practice for general project management. The Junior Project Manager must influence the project team and other staff to create order and structure in a project environment. 5. Summary of qualifications: The position requires an undergraduate degree in Business, Engineering or related field, and 1-2 years experience as a Project Manager, Project Coordinator or similar position (Project Analyst, Project Administrator) or other qualifying related experience, or the equivalent combination of education and experience. Post-undergraduate diplomas or certificates in Project Management are an asset. The following skills and experience are required: Proven ability to work effectively both independently and in a team based environment

5 General knowledge of Project Management principles and methodology, especially those considered best practices under the Project Management Institute (PMI) Project Management Body of Knowledge (PMBOK) Knowledge of other project management approaches like Agile or Scrum Experience with Microsoft Project or similar project management tools, and word processing programs and spreadsheets Experience with document management solutions like MS SharePoint or Alfresco Ability to work independently to gather, analyze, and organize data, define problems and requirements, and recommend solutions Demonstrated experience with solution development and delivery lifecycle Strong problem solving, multi-tasking and organizational skills Excellent communication skills, including verbal, written and presentation Ability to build and maintain productive working relationships with all stakeholders, at all levels of the organization Excellent conflict resolution and negotiation skills Demonstrated willingness to be flexible and adaptable to changing priorities The following skills and experience are considered assets for the position: Project Management Professional (PMP) designation or, at a minimum, Certified Associate in Project Management (CAPM) Knowledge of standard organizational practices Familiarity or experience in Marine Sciences, Marine Technology, Software Development or Engineering.