Classification: Band 6 - Lead / Supervisor
Reports To: Chief Administrative Officer (CAO)
Location: hitacu, BC (Ucluelet)
Employment Type: Full-Time, Term (5 Month)
Salary Band: Band 6 ($71,070 - $106,605)
POSITION PURPOSE
The Project Manager, Admin Office is a fixed-term role accountable for planning, coordinating, and driving the delivery of major administrative initiatives within the Yuułuʔiłʔatḥ Government. This position supports high-priority projects such as the HRIS rollout, Municipal Plan implementation, Employee Hub deployment, and other administrative transformations directed by the Chief Administrative Officer (CAO). By providing dedicated project management capacity, this role enables the Administrative Office team to focus on strategic, higher-impact work that serves the broader community, while ensuring critical operational projects reach completion on time and within scope.
ACCOUNTABILITY
Project Planning & Delivery for Administrative Initiatives
- Develop comprehensive project plans, timelines, and resource requirements for major administrative initiatives including the HRIS rollout, Municipal Plan implementation, and Employee Hub deployment.
- Monitor project progress against milestones, identify risks and blockers, and implement mitigation strategies to keep initiatives on track.
- Coordinate procurement, vendor management, and contract administration related to project deliverables in alignment with organizational policies.
- Ensure all project deliverables meet quality standards and are handed over with appropriate documentation and training materials.
Cross-Functional Coordination & Stakeholder Engagement
- Act as the central point of coordination between the Administrative Office, departmental leadership, external vendors, and project stakeholders.
- Facilitate regular project status meetings, working groups, and steering committee updates as appropriate.
- Build and maintain strong working relationships across departments to ensure project requirements are understood and aligned with organizational priorities.
- Communicate project updates, changes, and impacts clearly to all affected staff and leadership.
Change Management, Training & Adoption Support
- Develop and execute change management strategies to support staff transition during system and process rollouts.
- Design and deliver training sessions, user guides, and reference materials to promote successful adoption of new platforms and procedures.
- Identify resistance points and work with leadership to address concerns and build buy-in across the organization.
- Support post-implementation review and continuous improvement of rolled-out systems.
Project Reporting, Documentation & Knowledge Transfer
- Maintain accurate project documentation including plans, risk logs, decision registers, and status reports.
- Provide regular briefing materials and progress updates to the CAO and senior leadership.
- Ensure all project knowledge is captured and transferred to operational staff before the end of the fixed term.
- Contribute to lessons-learned documentation to inform future administrative initiatives.
EDUCATION & EXPERIENCE
Required:
- Post-secondary education in Business Administration, Public Administration, Project Management, or a related discipline; or an equivalent combination of education and experience
- Minimum 3-5 years of experience managing projects in an administrative, corporate services, or public-sector environment
- Demonstrated knowledge of project management methodologies (waterfall, agile, or hybrid approaches)
- Strong proficiency in project management tools and Microsoft 365 applications
- Excellent written and verbal communication skills with the ability to engage diverse stakeholders
Preferred:
- PMP, CAPM, or PRINCE2 certification (or equivalent project management credential)
- Experience with HRIS implementations, municipal planning processes, or digital platform rollouts
- Experience working within Indigenous governance, First Nations administration, or local government
- Change management certification or training (e.g., Prosci)
- Familiarity with IT systems implementation and user acceptance testing processes
CORE COMPETENCIES
- Senior project and portfolio leadership across concurrent strategic initiatives
- Executive-level advisory, briefing, and stakeholder management skills
- Advanced risk, budget, and vendor/contract management
- Organizational change leadership and adoption strategy
- Strong governance, reporting, and benefits realization discipline
- Sound judgement and independent decision-making in ambiguous environments
- Coaching and mentoring of staff, working groups, and internal champions
- Cultural competence and respectful engagement within an Indigenous governance context
WORKING CONDITIONS
- Standard office hours (8:00 AM - 4:30 PM, Monday-Friday) with flexibility required during project milestones and go-live periods
- Office-based at hitacu with travel to the Port Alberni satellite office as required
- 5-month fixed term with possibility of extension depending on project portfolio and organizational need
- Fast-paced project environment requiring strong prioritization, adaptability, and sound judgement
CULTURAL REQUIREMENTS
- Genuine respect for Yuułuʔiłʔatḥ traditions, culture, values, and protocols
- Commitment to respectful engagement within an Indigenous governance context
- Sensitivity to the cultural context of a First Nation government office and the diverse experiences of staff
