Project Coordinator

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level B

Job Title
Project Coordinator

Department
Service Desk Integrated Service Centre Finance and Operational Excellence VP Finance and Operations

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
March 21, 2024

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

Job End Date

Apr 30, 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 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 leadership in the Integrated Service Center (ISC) Service Desk, Change and Communications and Project Management, to and provide support to the Service Desk Team, and Change and Communications team s product teams within the Integrated Service Centre (ISC), tracking progress, managing communications, conducting analyses, and other associated project tasks.

Organizational Status
The Project Coordinator reports to the Senior Manager, Service Center within the Integrated Service Centre, taking direction and accessing guidance from the Senior Manager Change and Comms and ISC Project Manager, while while working closely with the Senior Manager Change and Comms, ISC management and staff in the Enrollment Services and IRP Student Program, the extended ISC team, UBC IT, and other administrative and academic units.
Work Performed

Specific Duties:

The incumbent will be working on the transition of support services from the IRP Project Team, and Hypercare Pods to the ISC, to support the sustainment efforts of the Senior Manager ISC Service Center, and Senior Manager Change and Communications:

– Responsible for reporting either for individual projects or in aggregate, on the scope, schedule, resources, and metrics.

– Work with Senior Managers and functional team members to establish work breakdown structure and project plans for Change and Communications, Service Center and Workday Student workstream resources.

-Lead the Service Transition project meetings, project communications and status reporting, involving a large and complex stakeholder group spanning technical (IT) and business functional domains.

– Responsible for the curation and maintenance of documentation within ISC’s documentation repositories (Confluence, SharePoint and/or ServiceNow).

-Other duties as required to support the work of the Senior Managers and the Change and Communication and functional teams.

Core Duties:

– Gathers information from a variety of sources, refines project/task requirements, and develops small modules of larger project plans.

– Compiles information necessary to develop the schedules and timelines for the transition of knowledge from the IRP Student Project, 10 hypercare pods, and Enrollment services.

– Coordinates 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 Senior Managers.

– Maintains critical project documentation including logs and schedules and notifies Senior Managers of variances from project plan and other risks.

– Coordinate project activities as directed by Senior Managers

– Performs other related duties as required.

Consequence of Error/Judgement

The Integrated Service Centre supports the transformation of 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. ISC supports the whole campus (over 20,000 faculty and staff and over 70,000 students) 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 delivery, and 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 Senior Manager, ISC Service Center, Senior Manager, Change and Communication and the Project Manager, ISC along with feedback from ISC and IRP 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.

-Experience with project coordination and/or management is required.   
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Undergraduate degree in a relevant discipline such as Studies in Business, Engineering, Computer Science or Management Information Systems is preferred. Experience with project coordination and management is required. Familiarity working in a technical environment is required.

Advanced skills in excel and MS Project plus proficiency will 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.