Reporting jointly to the Director, Teaching & Learning and the Chief Information Officer, the Project Manager, Hybrid and Online Learning provides professional project management, communications and analytical expertise in support of all phases of OCAD University’s (OCAD U) multi-phased hybrid and online learning project. Through effective, collaborative project management, this role will support the implementation of the Hybrid and Online Learning Framework and the successful adoption of accessible, engaging and equitable hybrid and online learning opportunities across all OCAD U’s undergraduate and graduate programs, within the specific context of art and design education and studio-based pedagogy.
The position will work with and support a Project Advisory and Change Management Team, Implementation Team and a diverse group of stakeholders by providing oversight and managing coordination, implementation, execution and controls to realize successful outcomes and completion consistent with the goals of the Project. Facilitating timely, effective communication and information-sharing across these diverse members of the university community will be essential to the success of the Project.
The Project plays a key role in supporting the implementation of the University’s Academic Plan, and all project activities will be informed by a commitment to equity, access and decolonization.
Summary of Responsibilities:
- Develop a Project implementation plan with timelines, outcomes and indicators of success
- Design and develop templates for project proposals, impact and cost assessment and other key processes and assist project stakeholders, sponsors or Project Teams with formal documentation, project planning and management practices throughout all phases of the Project
- Work with project sponsors and Project Teams to identify and coordinate expertise to conduct project proposal reviews, assessment and endorsement of pedagogical requirements, cost, technical solutions and feasibility
- Develop full-scale project plans and associated communication documents using appropriate tools to ensure timely and high-quality project deliverables; manage and monitor project schedules, resources, risk mitigation, budgets, scope and changes
- Monitor the day-to-day progress of the Project and make or recommend adjustments as necessary, investigate defined issues, solicit input or escalate as required and suggest remedies and alternative approaches to ensure the successful completion of the project
Schedules & Resources
- Coordinate all Project Steering Committee, Project Advisory and Change Management Team and Implementation Team meetings, including scheduling, communication, agenda-setting, assisting with the preparation of presentations and meeting materials, and identifying and tracking the status of action items
- Coordinate the Project’s hybrid and online learning course-based research, including all reporting, data management and knowledge dissemination activities; support the preparation and submission of Research Ethics Board (REB) applications and reports as required
- Per decisions made through the Project Advisory and Change Management and Implementation Teams, establish and maintain processes to guide deployment and coordination of resources required to achieve project goals
- As appropriate, make recommendations for engagement of faculty or employee resources not directly engaged in the Project and act as a liaison on behalf of project activities between different areas of the university
- Establish work schedules and coordinate resource availability based on assigned tasks for members of Project Teams as documented in the project schedule
- Assist with any tenders, vendor assessment and selection documentation, procurement and acquisitions related to the Project and assist with coordination of vendor-based implementations
- Based on the recommendations of the Project Advisory and Change Management and the Implementation Teams, develop and implement a Project communications plan and develop and disseminate communication tools; liaise with the Faculties, OCAD U Marketing & Communications and other stakeholders or subject matter experts to ensure a coordinated communication approach across all audiences related to:
- Community engagement and knowledge dissemination events and activities
- Development and updates to a Project website
- Course delivery models, support and relevant services related to the Project
- New or revised academic learning technologies or platforms services and support
- Training requirements to assist users in adopting new processes related to project outcomes
- Assist the Project Advisory and Change Management and Implementation Teams with preparation of change management protocols and communications related to specific planning, deliverables and outcomes of the Project and serve as the first point of contact regarding the project and as the primary liaison between the Project Teams and key stakeholder groups.
Documentation & Reporting
- Develop and oversee the implementation of a project evaluation and program monitoring plan; compile and organize all project data to ensure it is catalogued and stored appropriately, and prepare regular progress and status evaluation reports
- Working with the Implementation Team and in consultation with the Project Advisory and Change Management Team, develop and standardize best practices, processes and policies for new and existing services, support and projects, including measuring and monitoring project and service implementation and benefits realization in order to assist with benchmarking and reporting on the Project’s goals
- Review the quality of completed project work with the Project Steering Committee, Project Advisory and Change Management and Implementation Teams and other stakeholders to ensure that it meets the Project’s goals
- Work with the Implementation Team to ensure supporting processes are in place and operationally self-sufficient at the end of the Project
- Participate in all relevant meetings and prepare or support preparation of agendas, minutes, regular update reports, proposals, requirements documentation, and presentations.
- Draft and submit budget proposals and recommend subsequent budget changes where necessary; monitor project budgets to ensure they remain within scope; proactively track and prepare regular project financial status reports
- Graduate degree in a relevant discipline; Project Management Professional (PMP) certification preferred
- A minimum of five (5) years of progressive experience as a Project Manager including all aspects of process development and execution, with three (3) years of experience working within higher education; knowledge of Ontario’s post-secondary sector and provincial government policy context required
- Demonstrated experience managing complex multi-year projects with a significant organizational change component; experience managing a university or Faculty-wide curricular change initiative preferred
- Project evaluation, research and data management experience; knowledge of best practices in online learning and Universal Design for Learning (UDL) an asset
- Excellent interpersonal communication, collaboration and relationship-building skills with experience communicating across diverse stakeholder groups and audiences; experience liaising with faculty an asset
- Consultative approach to decision-making, excellent teamwork skills, and exceptional oral and written communication skills; experience writing for diverse audiences
- Strong organizational skills, accuracy and attention to detail, ability to handle multiple priorities and meet short deadlines
- Proven experience in risk management, change management and mitigation plans, including ability to recognize and assess the strategic and operational significance of a problem, mitigate the risk and set priorities accordingly
- Program evaluation and monitoring skills with ability to complete detailed analytics, presentations, proposals and reports
- Demonstrated sensitivity and a high level of confidentiality and tact when responding to challenging situations
- Demonstrated experience successfully meeting project deadlines
- Strong personal initiative coupled with an open customer service manner, flexibility, and leadership skills
- Strong computer skills, including a high degree of facility in the use of the Microsoft O365 ecosystem and Office applications (e.g. MS Project, Excel, Word, Teams, SharePoint); experience with graphic design and multi-media and web-based collaboration and communication platforms an asset
- Demonstrated commitment to the principles of equity, diversity, decolonization and experience promoting a respectful work and learning environment for students, staff and faculty
Compensation: Commensurate with experience
Hours of Work: Monday to Friday, for a total of 35 hours per week. This temporary contract position is anticipated to continue until December 30, 2022.
Due to the COVID-19, the University is operating under a work from home program. At this time, the plan is to continue the work from home program until January 1, 2021, and as such the incumbent in this role will be working remotely during this time.
Application Deadline: Interested applicants are invited to submit an updated resume, with a cover letter by selecting "Apply Now" below no later than Monday, November 30, 2020.
As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire.
In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.