Project Manager Systems & Process Improvement - Fairfield Gonzales Community Association, Victoria BC

Project Management Volunteers (PMV) Sponsored Project
This is a PMV sponsored project. The Project Manager will enter into a 3-way partnership between the Client organization, the Project Manager, and PMV. This will include additional responsibilities and benefits for the Project Manager.

Our Client Organization
Fairfield Gonzales Community Association (FGCA) is a not-for-profit organization serving children, families, and the broader community through childcare, family support, and community programs. FGCA operates with limited resources and a strong community mandate, emphasizing efficiency, sustainability, and responsible stewardship of funding.
FGCA’s Mission is to support children, families, and community well-being through accessible, inclusive, and responsive programs and services.

Project Summary
FGCA is seeking an experienced Project Manager (Discovery Phase) to lead a short, structured discovery engagement focused on understanding current business processes, identifying inefficiencies caused by manual workflows, and highlighting opportunities for automation and better use of existing systems.

The discovery will focus on HR, Finance, and Service Delivery processes, with particular attention to challenges in FGCA’s internal processes and utilized systems. (e.g., manual payroll, paper-based records, disconnected tools, and non-integrated workflows).

This role does not include implementation. Recommendations and a prioritized roadmap produced during discovery will inform future project phases.

Required Qualifications
- Proven experience as a Project Manager leading discovery or assessment phases
- Strong facilitation and stakeholder engagement skills
- Experience documenting business processes and workflows
- Ability to translate operational challenges into clear, actionable recommendations
- Experience working with non-profit organizations or funding-constrained environments is a strong asset
- Familiarity with digital transformation, process improvement, or low-code automation concepts (e.g., Microsoft Office 365, SharePoint, Power Automate) is preferred
- Experience in the non-profit sector, an asset

Scope of Work
Discovery Workshop
Plan and facilitate a short, focused workshop with key FGCA stakeholders
Confirm organizational priorities, pain points, and constraints
Validate and sequence improvement opportunities across HR, Finance, and Service Delivery

Current-State Process Documentation
Document current workflows across key functional areas (e.g., payroll, records management, invoicing, childcare registration, communications)
Identify manual steps, duplication, risks, and inefficiencies
Highlight opportunities for:
- Process simplification
- Automation
- Improved use of existing platforms (e.g., Microsoft 365, SAGE 300, RecDesk)

Analysis & Recommendations
Assess processes in the context of FGCA’s budget, staffing, and non-profit environment
Identify quick wins vs. items requiring further investment
Propose a prioritized, phased roadmap for next steps following discovery

Accountability
The Project Manager will have end-to-end accountability for delivering the Discovery Phase outcomes, including planning and facilitating workshops, documenting current-state workflows, and producing the discovery summary and recommendations. The Project Manager will report to the FGCA Project Sponsor.

Additional Information
FGCA may proceed with interviews before the application deadline
The Project Manager may be asked to mentor an FGCA team member to build internal project management capability