Project Coordinator, Communications
- Job Type
- Full Time
- Job Level
- Ottawa, ON
- Impact Area
- Impact Category
- Company Type
About this position
The National Judicial Institute (NJI) is an independent, bilingual, not-for-profit organization located in Ottawa and Montreal. We are a world leader in the design and delivery of dynamic and relevant judicial education in Canada and internationally, designing and delivering over 70 education programs annually to Superior and Provincial Court Judges across Canada. We equally provide resources to the judiciary, including Electronic Bench Books, e-Letters on legal developments and publications on legal matters of interest. The Chair of the NJI’s Board of Governors is the Chief Justice of Canada and members of the judiciary play an integral role in all aspects of the Institute’s work.
The NJI is looking to fill the indefinite position of Project Coordinator, Communications. This position is based in Ottawa in a hybrid working environment (with in-office and remote days).
Reporting to the Executive Communication Advisor, the Project Coordinator, Communications is responsible for coordinating the planning, scheduling, and development of the “Annual Communications Plan”, that includes all the communications projects and activities arising from the NJI Annual Strategic Plan, the office of the CEO/CJO as well as other departmental projects and activities. They regularly organize meetings with stakeholders to check on progress and act as the primary administrative support for the communications department. Responsibilities include:
Project Tracking, Planning and Coordination
- Organizes and participates in meetings to gather information on projects and initiatives;
- Prepares and distributes meeting materials, such as agendas and RODs, as needed;
- Assists the Executive Communications Advisor in chairing meetings, by preparing RODs, action items and status updates;
- Under the Executive Communications Advisor develops and monitors the Institute “Annual Communication Plan”;
- Under the Executive Communications Advisor, tracks the projects’ operational budget expenses and informs the Executive Communications Advisor of any issues, when required;
- Consults and informs cross-functional team members, when required;
- Drafts reports and presentations, as required; and
- Follow up with internal or external stakeholders regularly for tracking project purposes and brings any concerns to the Executive Communications Advisor.
Development and Production
- Participates in any working committees related to the Institute’s corporate tools to develop nomenclature and ensure uniformity across the Institute’s departments;
- Provides formatting for electronic forms or templates including: the NJI memorandum, fax, business cards, and other corporate materials;
- Develops tools, business processes, service standards and forms; and
- Maintains judicial database, layout and Mailchimp CJO messages and Quarterly Newsletters.
- Learns and becomes familiar with new technology and software, as required, and builds efficiencies and effectiveness for their department;
- Updates or modifies the judge and public facing content, when required;
- Acts as the IT Super User for the Communications department, as such, participates in train the trainer or coaching sessions, as required; and
- Trains employees in the Communications Department and acts as the “help desk” support, when problems arise.
- Ensures project documentation adheres to NJI templates, frameworks and best practices;
- Ensures all project documentations are maintained and filed as appropriate;
- Coordinates wrap-up activities, including project evaluations, reports and presentations; and
- Follows the NJI Retention Guidelines on retention and destruction of documents.
- Obtains competing proposals with suppliers, when applicable;
- Prepares cost estimates for project expenses;
- Reviews invoices relating to project expenses;
- Respects delegated spending authority according to financial delegation chart and policies.
- Post-secondary diploma or degree in business, administration or a related filed;
- Minimum of 2 years of experience in project coordination;
- Fluently bilingual in French and English (R/W/O);
- Proficiency with Office 365.
- Certification in Project Management Professional (PMP);
- Experience in working in a Communications Environment;
- Experience in managing social media accounts for an organization (i.e. twitter, LinkedIn);
- Experience in financial management;
- Experience in Project Management;
- Experience in developing presentations in PowerPoint;
- Experience writing reports, such as a record of decision (ROD);
- Proficiency in SharePoint Software; and
- Proficiency in Project Management software, such as Asana.
SKILLS AND ABILITIES
- Collects information and presents options with professionalism and integrity;
- Builds and maintains relationships with colleagues and clients using judgment, courtesy and professionalism;
- Meets deadlines, works in a dynamic, fast-paced environment and consistently demonstrates the ability to work on a team;
- Provides advice and options to inform decision making;
- Ability to adhere to procedures, business processes and quality standards, and to recommend improvements;
- Maintains professional ethics, discretion; protects sensitive information.
Compensation is to be determined at the time of hiring, based on the successful candidate’s experience and profile, within represented salary band 4 - $53,724 - $67,155.
We invite candidates to send their cover letter and résumé, to the attention of Human Resources, through
We would appreciate receiving applications before August 29th, 2022 but will continue to consider applications until the position is filled.
Please note that this position is subject to a vaccine mandate
While we appreciate all responses, only candidates under consideration will be contacted. The National Judicial Institute is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an interview or employment testing, please advise Human Resources if you require accommodation.