Coordinator, Office of the ISC

University of British Columbia - Vancouver, BC (30+ days ago)

Apply Now

Job Posting

Job ID:
36864

Location:
Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Administration

Classification Title:
Administration, Level A

Business Title:
Coordinator, Office of the ISC

VP/Faculty:
VP Finance and Operations

Department:
Finance (VP FRO)

Salary Range:
$57,260.00 (minimum) - $68,738.00 (midpoint) - $82,485.00 (maximum)

Full/Part Time:
Full-Time

Desired Start Date:
2020/03/09

Job End Date:
Possibility of Extension:
Yes

2021/02/28

Funding Type:
Budget Funded

Closing Date:
2020/02/20

Available Openings:
1

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

UBC is embarking on a multi-year journey to transform our Finance, Human Resources and Student administrative processes and system environments, in support of UBC's new Strategic Plan (www.strategicplan.ubc.ca).

The Integrated Renewal Program is a business process transformation and system implementation program that will leverage the industry-leading cloud enterprise solution "Workday" to replace our current core administrative systems with a new integrated, user friendly, mobile-enabled platform.

For more information on the IRP, please visit www.integrated-renewal.ubc.ca

As the University moves towards the go live date of Workday, the Integrated Service Centre (ISC) will assume the maintenance, continuously improvement, and enhancement, and provides support services to students, staff, and faculty. The Coordinator's role is to coordinate projects pertaining to the setup of the Integrated Service Centre (ISC).

The position provides office management and project coordination for the office of the ISC ; plans, initiates, and implements ISC projects and initiatives. The position independently ensures for the accuracy of project and governance documentation, validates compliance in line with objectives, manages communications, logistics and performs other associated tasks. Furthermore, this role will work closely with the Office of the Integrated Renewal Program (IRP) to ensure timely and coordinated reporting.

Organizational Status

The Coordinator, Office of the ISC, reports to the Director, ISC and works closely with the Office of the IRP. This role will also support the ISC Project team and interact with the IRP Program Team.

Work Performed

  • Manages the project administration and coordinates planning/timelines/implementation/close-out activities for projects and initiatives.
  • Oversees project documentation to ensure decisions, milestones, logs and schedules, are completed on time, communicated appropriately and are compliant with the IRP PMO guidelines.
  • Oversees the project plan, RAID log and project documentation as needed.
  • Manages all project logistics and leads on the coordination of follow-up actions, locating and providing resources as required
  • Coordinates and oversees to the setup of the ISC office space.
  • Coordinates the onboarding of staff joining the ISC team.
  • Develops and implements plans, policies, standards and documentation.
  • Creates and applies a variety of business processes to establish criteria for project requests.
  • Develops and implements internal communication tools for use between Managers, Project Managers, and Project Coordinators to keep teams informed of status, business actions.
  • Gathers information from users and a variety of other sources, refines project requirements in alignment to project timelines for small modules of larger project plans. May consult or discuss with senior members of the team about complex project inter-dependencies and issues.
  • Develops positive and productive working relationships across the organization.
  • Liaises across specific project teams in the initiation of projects, documentation, archiving and definition of scope and deliverables.
  • Facilitates communications from the Project Office, and develops agendas and materials for the meetings.
  • Performs other duties as required.
Supervision Received

Reports directly to the Director, ISC . Works autonomously and receives direction from the ISC Management Team. Work is reviewed in terms of completeness, accuracy and timeliness

Supervision Given

None

Consequence of Error/Judgement

Work requires independent judgement and initiative. Makes focused decisions regarding the administrative aspects of various project assignments, through the application of basic information processing principles, theories and concepts. Work will be overseen primarily by the ISC Director as well as the ISC Management Team. Judgment lapses may result in project delays and missed milestones.

Qualifications

Undergraduate degree in a relevant discipline. Degree in Business, Computer Science or Management Information Systems is preferred. Minimum of two years experience or the equivalent combination of education and experience. Experience with project coordination and/or administration is preferred. Familiarity working in a higher education information technology environment is required. Experience working in an academic environment would be an asset.

The successful applicant must have the right attitude and the demonstrated ability to manage multiple initiatives effectively and achieve results. The desire to learn and grow in the field of project management is essential. The successful applicant must thrive in a team environment, where input and ideas are collected from all team members. The incumbent must be able to work in an exceptionally fast paced environment is a self-starter and strong team player.

High proficiency in current versions of MS Office Business Productivity Tools and the ability and desire to learn new operating models and build on an existing organizational proficiency with various project methodologies.

Strong verbal and written communication skills.

Organization -Ability to effortlessly liaise with internal and external clients, resolve issues and prepare documents as required. Effective relationship-building skills with the ability to foster trust and confidence in our clients and build lasting relationships.

Self-starter and team player. Ability to work effectively both independently and collaboratively within a team environment. Attention to detail and organizational skills.
Ability to manage time, prioritize tasks and produce quality work with tight time constraints to ensure maximum success.

Problem Solving 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. 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. Escalates issues of an exceptional nature.

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.

.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.