Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level B

Job Title Project Coordinator

Department Project Management | TCM | TCM Management | Leadership | Integrated Renewal Program Student

Compensation Range $6,551.00 - $9,418.83 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 November 15, 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

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

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 Project Coordinator works on project management activities including gathering information from users and a variety of other sources and contributing to the entire project life cycle. The incumbent will work in the Transformation and Change Management workstream and provide support to the project team, tracking progress, managing communications, conducting analyses, and other associated project tasks. The position will collaborate cross-functionally with other project team members within the IRP Student team.

Organizational Status
The Project Coordinator reports to Project Manager, Transformation and Change Management (TCM) within the Integrated Renewal Program Student, while working closely with management and staff in all IRP workstreams, UBC IT, and other administrative and academic units.

Work Performed

Specific Duties:

Responsible for reporting either for individual projects or in aggregate, on the scope, schedule, resources, metrics and financial status of TCM workstream projects.

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

Audit TCM projects for compliance with the approved IRP Student TCM Framework.

Facilitate project meetings, project communications and status reporting.

Responsible for the implementation and maintenance of TCM SharePoint project sites

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

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.

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

May coordinate some activities as directed by leaders of the IRP.

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

This role will perform other related duties as required.

Consequence of Error/Judgement

The Integrated Renewal Program Student will transform the way we interact and work on all aspects of the full scope of the Student 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 and thus has a high consequence of error with a negative impact to the whole organization.

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, subsequent effects on UBC s strategic goals and visions.

Supervision Received

Works within general policies and an administrative framework. Work is reviewed in terms of achievement of specific objectives. Performance is reviewed by the Project Manager, Transformation and Change Management along with feedback from project and IRP TCM 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. Certified Associate in Project Management CAPM designation by PMI would be an asset. Experience with project coordination and management is preferred.

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, including Microsoft Project.

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