Project Manager, Information Management Transformation

University of Toronto

Reporting to the Chief Privacy Officer in the Records Management and Privacy Office, the Project Manager, Information Management Transformation (PM), plays a pivotal role as a leader for the Records and Information Management Digital Transformation Program. The PM is a self-motivated individual with strong communication skills who continuously strives for results and champions a strong relationship with various internal and external stakeholders. Queen’s University plans to leverage Microsoft SharePoint as the core technology in the digital transformation program; the PM brings direct experience with implementing or managing this platform and ensures best practices are applied throughout the solution design and configuration process. The PM assumes responsibility for project outcomes, timelines, milestones, and budget and must carefully monitor all operational and project work that fall under the program. The PM collaborates with other resources and serves as the key liaison with the IT Services department to ensure the successful delivery of solutions that meet the objectives of the program.

• Coordinates human and financial resources to deliver on program objectives on time, within scope and on budget; leads the planning and coordination of all work for the purposes of developing an enterprise electronic document and records management system that incorporates a well-defined scope, and commitment of resources; monitors project budgets and clearly defined milestones.
• Collaborates with technical professionals, vendors, and key process owners and determines operational objectives by providing leadership and direction for successful execution of all aspects of the program. Responsible for overseeing the program schedule, timelines, and milestones, carefully monitoring all aspects of the operations and projects under the program.
• Leads a diverse group of cross-departmental teams by using effective and efficient methods of communication to provide work direction, and technical and functional guidance to team members. Manages schedules and assigns work, oversees its completion and coordinates and monitors workflow of team members, committees, and others.
• Contributes to planning and coordination activities with internal and external stakeholders regarding organizational change management. Responsible for all activities required to drive adoption across user groups.
• Leads the operating and support models for the production services that will be created during the digital transformation endevour.
• Encourages effective collaboration that mitigates team conflicts and communication problems; regularly acknowledges the team’s contributions and regularly schedules team meetings to ensure project goals are on track.
• Collaborates with other leaders across the institution to establish and maintain policies and procedures; creates and maintains project documentation; disseminates information on a timely basis; coordinates project activities.
• Contributes to the strategic direction, resource allocation planning, operational planning and provides leadership to those resources who contribute to the program. Provides strategic and tactical advice, as well as guidance and coaching to the resources working on the program.
• Performs risk management to minimize program risk.
• Measures program performance using appropriate systems, techniques and tools; collects, compiles and analyzes data on the program performance to gain insight and assess program effectiveness; adjusts the project plans as needed.
• Adapts to change quickly and works with the program resources to identify/overcome challenges; maintains momentum to meet milestones.
• Persuades, convinces, or gains the commitment from key stakeholders by using effective influencing strategies.
• Ensures that quality assurance is conducted on all key project deliverables.
• Conducts post-implementation reviews to identify key learnings and opportunities for improvement; creates summary report of findings and recommendations to share with key stakeholders.
• Respects diversity and promotes inclusion in the workplace.
• Understands industry best practices, standards, and resources to ensure continuous improvement.

• University degree with a concentration in information management, information technology, business, computer science or related field combined with several years of experience managing complex projects in a decentralized environment.
• Experience in enabling productivity through collaboration technology (Microsoft 365, SharePoint Online) and 5+ years’ experience in a support function leveraging these solutions.
• Direct experience with SharePoint Online including access management and business or process analysis as well as document retention and/or archiving is required.
• Experience implementing new IT capabilities (applications, systems or infrastructure) involving diverse technologies for a large organization (1000+ people).
• Experience in leading diversified teams, combined with facilitation and conflict identification/resolutions skills.
• Certification in PMP, PRINCE2 or Master’s program is an asset.
• Excellent verbal and written communication skills including experience in writing technical documentation.
• Consideration may be given to an equivalent combination of education and experience.

• Building Relationships: builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.
• Business Acumen: builds strong business acumen by sustaining a strong customer service perspective.
• Change Management: champions change and fosters the team and environment for change.
• Collaboration and Teamwork: promotes collaboration and commitment within a team to achieve goals and deliverables.
• Communication: displays confidence and articulates a clear message when interacting with diverse audiences utilizing excellent verbal and written communication skills.
• Client Orientation: builds and maintains a client-centric culture by working closely with the customer while maintaining a high level of client satisfaction.
• Decision Making & Judgement: relies on experience, thinking several steps ahead in deciding the best course of current/future actions to develop, recommends policy framework based on analysis of emerging trends.
• Integrity: earns others’ trust and respect through consistent honesty and professionalism in all interactions.
• Initiative: acts to address problems; focuses on results and desired outcomes and how best to achieve them and get the job done.
• Leadership: sets clear, meaningful, challenging, and attainable common goals and expectations that are linked to the mission, vision, values and goals aligned with the organization and strives to achieve them.
• Planning & Organizing: executes proposed actions within predetermined timelines against organizational goals. Develops and integrates current/future plans to achieve the overall organizational goals.
• Strategic Perspective: develops and proactively implements long term organizational goals, considering the competitive landscape that will move the organization forward.
• Innovation: develops creative ideas that provide solutions to all types of workplace challenges.
• Driving for Results: demonstrates a desire to meet and exceed one’s own performance objectives. Not accepting the status quo, takes a calculated risk to improve the organization’s performance.
• Developing Others: enables team members to grow and succeed through consistent constructive feedback, and encouragement.
• Self-Development: displays an ongoing commitment to learning and self-improvement to enhance the performance of the team.

• Plans, implements, and evaluates project objectives and determines action plans to meet goals and priorities; makes recommendations regarding the overall program in conjunction with other stakeholders.
• Recommends modifications to the master project schedule to enhance effectiveness towards the business result or strategic intent.
• Makes financial decisions such as approval of project expenditures, and ensures that the project-related procurement activity is in compliance with the Queen’s University policies.
• Exercises good judgement in overseeing the development and implementation of solutions and remedies to operational challenges.
• Develops processes and systems that are consistent with organizational goals.
• Determines project priorities and decides on the utilization of staffing resources and the assignment of work to achieve optimum efficiencies and productivity while considering peak periods and project assignments.
• Determines the most appropriate and efficient communication methods to ensure that all relevant team members receive a status update.
• Handles operational incidents so that service levels are maintained at a reasonable level and organizational responsibilities are met.

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