Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Information Systems and Technology, Level C

Job Title Project Coordinator

Department OCIO | Engagement Services - Academic

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 October 5, 2023

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

Job End Date Mar 31, 2025

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff, and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Project Coordinator manages the entire lifecycle of a small project or phases of a larger project which include developing a project plan, coordinating the activities of a project team, identifying appropriate resources needed, and developing schedules to ensure timely completion of the project. They will also aid with the explanation of complex technology-related project management activities including gathering information from subject matter experts and system users, among other sources. The Project Coordinator contributes to the entire project lifecycle. The incumbent will work with and provide support to the project team, tracking progress, managing communications, conducting analyses, and other associated project tasks.

Organizational Status

The Project Coordinator will provide support to faculty onboarding as part of the faculty transition project team. In collaboration with the faculty IT team and UBCIT, the incumbent will be performing project management, coordination, analysis, and administrative duties in order to support the faculty transition project

Reporting to the Associate Director, of Engagement Services, this position will be an integral member of the faculty transition project team. This position works closely with UBC IT teams, and the faculty IT team as well as liaising with faculty members, staff, and, vendors.

Work Performed

Specific Duties:

\xc2\xb7 Utilizes Subject Matter Experts (SME) and consults leadership to solicit, understand and capture relevant information to prepare project management documentation for the Associate Director, Engagement Services, Service Delivery Manager, faculty and UBC IT leadership Gathers information and prepares documentation on the scope, schedule, resources, metrics, and project status of transition projects. This would include Project Plans, RASCI charts, Gantt charts, organization charts, etc. as required.

\xc2\xb7 Where necessary, produces project procurement documentation (PR, RFI, RFP, RFQ), administering and overseeing the approval processes.

\xc2\xb7 Works with the PIA Risk Analyst to coordinate the PIA process associated with projects.

\xc2\xb7 Consult with key stakeholders of varying technical ability and subject matter expertise to ascertain project status and produce regular reports. This would include identifying and evaluating implementation options, risks and benefits, complexity, and flexibility of the various options, and discussing approaches and recommendations with stakeholders where appropriate.

\xc2\xb7 Works with SMEs to develop and document technology-related policies and procedures, and help to deliver these to end users of varying technical abilities through guidance and consultative services.

\xc2\xb7 Develops and assists in the presentation of business cases to faculty and UBC IT leadership

\xc2\xb7 Manages the timely production of Investment Planning and Prioritization documentation such as Investment Requests, Business Cases, Project Charters, and Implementation Plans.

\xc2\xb7 Coordinates activities with faculty IT, Cybersecurity, UBC IT team members, faculty members/staff, and vendors on project management tasks.

\xc2\xb7 Produces regular project status reports for Engagement Services leadership.

\xc2\xb7 Produces closure reports and lessons learned logs.

\xc2\xb7 Assists with researching and developing content for the timely production of Executive level documentation, including briefing notes and summary slide decks

\xc2\xb7 Assists with researching and developing content for the timely production of essential Investment Planning and Prioritization documentation including High-Level Investment Proposals, Project Concepts, Business Cases, and Project Charters.

\xc2\xb7 Works with the Associate Director, Service Delivery Manager, and Communications team to ensure that communications management activities are properly undertaken concerning technology projects.

\xc2\xb7 Manages, schedules, coordinates, and facilitates project meetings.

\xc2\xb7 Facilitates regular status reporting.

\xc2\xb7 Organises presentations to the wider faculty community, which may include lunch & learn, training sessions, and general update presentations.

\xc2\xb7 Compiles documentation and records for new services and knowledge base articles where appropriate.

\xc2\xb7 Develop effective change management planning and communication techniques to ensure that the technology projects fully support and follow the UBC IT Change Advisory Board (CAB) and faculty change management processes.

\xc2\xb7 Supports and follows UBC IT CAB and Incident Response processes.

\xc2\xb7 Works with the faculty IT team to coordinate the development of project methodologies and procedures.

\xc2\xb7 Assists with budget monitoring and reporting as required.

Core Duties:

\xc2\xb7 Gathers information from users and a variety of other sources refines project requirements, and develops small modules of larger project plans with the support of senior members of the team.

\xc2\xb7 Assists in the preparation of budget estimates and staffing requirements for the project plan.

\xc2\xb7 Compiles information for the development of schedules and timelines.

\xc2\xb7 Assists with the allocation of resources to projects according to project plans and resource availability.

\xc2\xb7 Provides orientation and work direction to project team members as assigned by the Associate Director and Service Delivery Manager.

\xc2\xb7 Maintains project documentation including logs and schedules and notifies the Associate Director and Service Delivery Manager of variances from the project plan.

\xc2\xb7 May coordinate some activities as directed by the Associate Director and Service Delivery Manager.

\xc2\xb7 Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.

\xc2\xb7 Performs other related duties as required.

Consequence of Error/Judgement
IT plays a key role in enabling the University to achieve its goal of becoming one of the world\'s leading universities. The Project Coordinator 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 and subsequent effects on UBC\'s strategic goals and visions.

Supervision Received
Works autonomously within general instructions and an administrative framework. Work is reviewed in terms of achievement of desired results. Performance is reviewed by the Associate Director, 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.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

A degree in Business, Computer Science, or Management Information Systems is preferred.

Experience working in an academic or public sector environment is an asset.

Experience with project coordination or project management is required.

Professional certification in Project Management and Business Analyst is an asset.

Demonstrable ongoing career development through active and self-motivated professional development in the field of Information Technology and related disciplines.

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 everyday, 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