Sample job description: Project Manager

Other Titles: Project Coordinator

Reporting relationships

The title that the position reports to and the title of the role(s) that reports to it.

Hours of work

The number and nature of expected work hours. Examples include full-time, part-time, traditional business hours, occasional or frequent evenings and/or weekends, and the length of the position’s work term, such as permanent, temporary, or seasonal.

Job purpose

The Project Manager oversees the planning, implementation, and tracking of a specific short-term project with a beginning, an end, and specified deliverables.

Primary duties and responsibilities

The Project Manager performs a wide range of duties, including some or all the following:

Plan the project

  • Define the scope of the project in collaboration with senior management.
  • Create a detailed work plan which identifies and sequences the activities needed to complete the project successfully.
  • Determine the resources (time, money, equipment) required to complete the project.
  • Develop a schedule for project completion that effectively allocates the resources to the activities.
  • Review the project schedule with senior management and all other staff that will be affected by the project activities; revise the schedule as required.
  • Determine the objectives and measures upon which the project will be evaluated at its completion.

Staff the project

  • In consultation with the appropriate manager, recruit, interview and select staff and/or volunteers with appropriate skills for the project activities.
  • Manage project staff and/or volunteers according to the established policies and practices of the organization.
  • Ensure that personnel files are properly maintained and kept confidential.
  • Ensure that all project personnel receive an appropriate orientation to the organization and the project.
  • Contract qualified consultants to work on the project as appropriate.

Implement the project

  • Execute the project according to the project plan.
  • Develop forms and records to document project activities.
  • Set up files to ensure that all project information is appropriately documented and secured.
  • Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project.
  • Establish a communication schedule to update stakeholders, including appropriate staff in the organization, on the progress of the project.
  • Review the quality of the work completed with the project team regularly to ensure that it meets the project standards.

Control the project

  • Write reports on the project for management and funders.
  • Communicate with funders as outlined in funding agreements.
  • Monitor and approve all budgeted project expenditures.
  • Monitor cash flow projections and report actual cash flow and variance to senior management regularly (monthly/bimonthly).
  • Manage all project funds according to established accounting policies and procedures.
  • Ensure that all financial records for the project are up to date.
  • Prepare financial reports and supporting documentation for funders as outlined in funding agreements.

Evaluate the project

  • Ensure that the project deliverables are on time, within budget and at the required level of quality.
  • Evaluate the outcomes of the project as established during the planning phase.

Qualifications

Education

University or College degree in a related field or equivalent experience.

Professional designation

None.

Knowledge, skills, and abilities

  • Knowledge of project management.
  • Proficiency in the use of computers for:
    • Word processing.
    • Simple accounting.
    • Database management.
    • Spreadsheets.
    • E-mail.
    • Internet.

Behavioural competencies

The Project Manager should demonstrate competence in some or all the following:

  • Ethical behaviour: Understand ethical behaviour and business practices and ensure that your own behaviour and the behaviour of others is consistent with these standards and aligns with the organization's values.
  • Effective communication: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
  • Creativity and/or innovation: Develop new and unique ways to improve the organization’s operations and create new opportunities.
  • Teamwork development: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Leadership: Positively influence others to achieve results that are in the best interest of the organization.
  • Decision-making: Assess situations to determine the importance, urgency, and risks, and make clear decisions that are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information, and activities.
  • Planning: Determine strategies to move the organization forward, set goals, create, and implement actions plans, and evaluate the process and results.
  • Problem-solving: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, make recommendations, and resolve the problem.

Experience

Two to three years of planning and/or management experience.

Working conditions

  • Project Managers usually work in an office environment, but the project’s purpose may sometimes take them to non-standard workplaces.
  • Project Managers work a standard work week but may be required to work evenings and weekends to meet project milestones.

Compensation

Compensation for the position should be stated clearly including the position’s wage or salary, whether as a range or band, and any other direct compensation that the position is eligible for such as bonus pay or overtime pay. Benefits such as vacation, health insurance, pension, and other key employment policies can also be included in the job description, whether through links to relevant policies or detailed in full.

Benchmark

Equity clause

We provide equal employment opportunity for all applicants and employees and do not discriminate on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status, disability, or any other characteristic protected by local law.

We particularly encourage applications from Black people, Indigenous people, and people of colour, people with disabilities, members of the LGBTQ2+ community and those with varied areas of expertise and lived experiences.

Accessibility clause

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Important: Ensure multiple contact options are provided (such as phone and email).

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