Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level B

Job Title Project Coordinator

Department Workday Project Management | Student Solution Management | Leadership | Integrated Renewal Program Student

Compensation Range $5,906.25 - $8,508.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date July 6, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Nov 30, 2024

Summary

UBC has embarked on a multi-year journey to transform its academic and administrative support processes and system environments for the entire UBC community. In November 2020, UBC successfully went live with its new HR and Finance implementation of Workday. The Integrated Renewal Program (IRP) is now focused on the journey to renew the Student information ecosystem, anchored by the implementation of Workday Student.

The Integrated Renewal Program\xe2\x80\x94Student (IRP Student) vision is to transform the way UBC supports learning and research, and how UBC works, to create a cohesive, integrated, and enriched experience for students, staff, and faculty. This implementation will result in superior support for UBC students, a better user experience, a new set of tools, a new way of working, and improved reporting for informed decision-making. IRP Student will leverage the industry-leading cloud enterprise solution Workday to replace our current core Student administration systems with a new integrated, user friendly, mobile-enabled platform.

For more information on the IRP Student, please visit

The position functions as a member of the Student workstream within the Integrated Renewal Program Delivery team but will work cross functionally across the IRP workstreams. The position works on project management activities including gathering information from users and a variety of other sources and contributing to the entire project lifecycle. The incumbent will work with and provide support to the project team, tracking progress, managing communications, conducting analyses, planning and arranging stakeholder engagements, and other associated project tasks.

Organizational Status

The position reports to the Project Manager, Student within the Integrated Renewal Program, while working closely with management and staff in other IRP workstreams, the IRP Program Management Office, and other administrative and academic units. This role requires regular cross functional collaboration with other Project Coordinators as well as other IRP team members.

Work Performed

Specific Duties:

- Responsible for reporting on the scope, schedule, resources, metrics and financial status of the project to the Project Manager, Student.

- Generate project procurement documentation (PR, RFI, RPP) for projects and administer and oversee the approval processes.

- Audit projects for compliance with the approved IRP Program Management Office Framework.

- Plan and facilitate stakeholder engagements, project meetings, project communications and status reporting.

- Responsible for the implementation and maintenance of SharePoint project sites.

- Work with project managers to establish work breakdown structure and project plans for specific projects.

- Work with team members in the Student workstream as well as with cross functional team members.

Core Duties:

- Gathers information from users and a variety of other sources, refines project requirements, and develops small modules of larger project plans with support of senior members of the team.

- Assists in the preparation of budget estimates and staffing requirements for project plan.

- Compiles information for the development of schedules and timelines.

- Assists with the allocation of resources to projects according to project plans and resource availability.

- Provides orientation and work direction to project team members as assigned by the Project Manager.

- Maintains project documentation including logs and schedules and notifies Project Managers of variances from project plan.

- May coordinate some activities as directed by the Project Manager.

- Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.

- Performs other related duties as required.

Consequence of Error/Judgement

The Integrated Renewal Program will transform the way we interact and work on all aspects of the full scope of the Student, Financial and HR systems with the goal of making it easy and efficient for the faculty, staff and students, and creating a cohesive, integrated experience for all users. This project will touch the whole campus (over 10,000 faculty and staff and over 60,000 students) and thus has a high consequence of error with a negative impact to the whole organization.

The position plays a significant role in supporting the implementation of systems and processes. Work requires judgment and initiative. Errors could have a significant impact on the success of project delivery, subsequent effects on UBC s strategic goals and visions.

Supervision Received

Works with within general policies and an administrative framework. Work is reviewed in terms of achievement of specific objectives. Performance is reviewed by the Project Manager, Student in consultation with the Associate Director, Transformation - Student, along with feedback from project and program team members and stakeholders.

Supervision Given

Manages and coordinates the completion of assigned work in collaboration with project team members and other staff.

Preferred Qualifications

Undergraduate degree in a relevant discipline. A degree in Business, Computer Science or Management Information Systems is preferred. Minimum of three years experience or the equivalent combination of education and experience. Education and experience in project coordination and management.

Familiarity working in a technical environment is mandatory.

Experience working in an academic environment would be an asset.

Proficiency with all MS Office Business Productivity Tools

Excellent interpersonal and team skills. Self-directed and willing to take initiative in relation to carrying out assigned tasks. Ability to work independently, under pressure and meet deadlines.

Excellent time management, organizational and coordination skills.

Collaboration - Takes initiative to actively participate in team interactions. Without waiting to be asked, constructively expresses own point of view or concerns, even when it may be unpopular. Ensures that the limited time available for collaboration adds significant customer value and business results.

Communication for Results - Converses with, and writes to, peers in ways that support transactional and administrative activities. Seeks and shares information and opinions. Explains the immediate context of the situation, asks questions with follow-ups, and solicits advice prior to taking action.

Problem Solving - Asks questions and looks for data that helps to identify and differentiate the symptoms and root causes of every day, defined problems. Suggests remedies that meet the needs of the situation and those directly affected. Resolves problems and escalates issues appropriately.

Accountability - Checks assumptions about mutual expectations and clarifies standards of overall performance. Checks the scope of responsibilities of self and others. Monitors day-to-day performance and takes corrective action when needed to ensure desired performance is achieved.

Analytical Thinking - Collates and reports information. Identifies trends and exceptions. Investigates to define problems more accurately. Sorts information in order of importance. Identifies relationships and linkages between components. Identifies variable potential causes and effects. Solicits guidance to define criteria and assign values of importance and urgency. Escalates issues of an exceptional nature.

Business Enterprise Knowledge - Inquires about the relationship of technology to the business as it pertains to assigned area of responsibility and related projects. Seeks out relevant information from available sources including supervisors, peers, clients, intranet/Internet, and documentation.

University of British Columbia