Project Controls Coordinator, FD Project Management Office, Facilities Development

Description

The FD Project Management Office within the Facilities Development is currently seeking a Full-time Regular Project Controls Coordinator.

The mandate of the Project Management Office (PMO) is to assume responsibility for the successful delivery of all capital projects on campus, inclusive of new construction, building renovation/refurbishment and/or upgrading to existing capital infrastructure. In fulfilling this work, the PMO collaborates extensively with project sponsors, Campus Planning, Campus Engineering, Office of Campus Architect, university financial administrators, Facilities Management, Office of Sustainability, Employee Health and Safety and Supply Chain Management to ensure that deliverables achieve the intended outcomes. Additionally, in fulfilling this mandate, the PMO assumes an active oversight and coordination role in directing and monitoring the performance of contractors and design consultants. The intended objective is to ensure that all projects are delivered effectively, efficiently, and safely and meet established performance targets.

The role reports to the Project Controls Specialist and encompasses day-to-day responsibilities for overseeing business monitoring, data collection, and reporting concerning project delivery procedures. The coordinator will work closely with the Project Controls Specialist to ensure projects adhere to both project controls and project delivery processes. This role requires a broad range of competencies, encompassing project management, people and relationship management, business acumen, technical expertise, financial proficiency, and strong administrative skills.

Summary of Key Responsibilities (job functions include but are not limited to):

• Support the Project Controls Specialist with a range of project activities, including setup, progress monitoring, and closeout.
• Track and review project setups to identify potential risks or issues that may affect schedules or budgets, and work proactively to address them.
• Ensure all project documentation is completed, updated, and recorded accurately in the Archibus project management system.
• Gather, compile, and analyze project data for reporting to various stakeholders.
• Retrieve and assess cost information, identify cost overruns, and forecast trends in project performance.
• Assist in preparing project baselines for scope, schedule, and cost, which serve as benchmarks for monitoring and evaluation.
• Collect and review schedule information, reporting delays or risks promptly.
• Notify the Project Controls Specialist of activities that may jeopardize project success.
• Work closely with the Capital Financial Reporting team on monthly data collection, reporting, templates, and addressing documentation gaps.
• Support Project Managers in resolving challenges with project delivery templates and processes.
• Participate in the review and update of templates, processes, and communication materials to improve efficiency.
• Assist in implementing new tools, templates, and standard practices for the PMO team.
• Clearly and accurately communicate relevant project information to the Project Controls Specialist, Capital Financial Reporting team, and Project Managers.
• Maintain compliance with University standards, policies, and industry best practices.
• Foster positive, respectful relationships with colleagues, supervisors, the University community, contractors, consultants, and suppliers.
• Manage time and workload effectively with minimal supervision.
• Actively participate in training and professional development opportunities.
• Perform other duties as required.

Qualifications / Requirements:

• Possesses 3-5 years of progressive experience in supporting project managers within roles related to project controls, project coordination, planning, or estimating.
• Ideally, a degree in economics, business management, project management, or construction management, or a combination of work experience and a diploma in projects, construction, or a related design discipline will be considered.
• An understanding of PMI or AACE best practices is an asset.
• Demonstrates a working knowledge of project-related structures, including Work Breakdown Structure (WBS) and Cost Breakdown Structure (CBS).
• Proficiently utilizes various software tools crucial for job performance, including Microsoft Excel, Microsoft Project, Microsoft Word, and Microsoft PowerPoint; familiarity with the ARCHIBUS, SharePoint and PeopleSoft systems is an asset.
• Possesses experience in analyzing information and data, developing and documenting plans, and preparing comprehensive reports.
• Displays a high level of professionalism in all aspects of their work.
• Collaborates effectively as a team player while also demonstrating the ability to work independently, contributing to an environment built on trust and mutual respect.
• Exhibits outstanding communication, interpersonal, and analytical skills.
• Demonstrates exceptional organizational abilities, excels at multitasking, has a strong acumen for working with numbers and details and effectively manages time.

Application Deadline: September 15, 2025.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 3.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.