Special Projects Coordinator, Enrolment Services - Jobs in Vancouver, BC

Job Description

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level AJob TitleSpecial Projects Coordinator, Enrolment ServicesDepartmentChange Management and Communications | Scheduling Project | Scheduling, Records and Systems Management | Enrolment ServicesCompensation Range$5,063.67 - $7,294.50 CAD MonthlyThe 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 DateNovember 21, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJan 2, 2024Job SummaryUBC 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 – Student (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.As business owners of the Student Information ecosystem and stewards of student data, Enrolment Services plays a pivotal role in the implementation and sustainment of Workday Student.The Special Projects Coordinator, Enrolment Services, is responsible for overseeing and coordinating the various work streams in preparation for the implementation of Workday Student in Enrolment Services on the Okanagan and Vancouver campuses. This role will act as a liaison between IRP project teams and Enrolment Services across both campuses to track and manage resource requests, consolidate and streamline information and documentation, and support the development and implementation of required communication, training and change management plans. The incumbent will monitor and manage timelines across the project lifecycle and release milestones, including working with the ES Primary Transition Leads and ES business owners to develop resourcing plans, assemble and coordinate working groups and identify and resolve resource conflicts and dependencies across workstreams. This role works closely with the Enrolment Services’ Primary Transition Leads and in collaboration with the leadership team in Enrolment Services, as well as with IRP Student, acting as a ‘hub’ for information sharing and maintains a “birds-eye” view of the IRP Student project.Organizational StatusThis role reports directly to the ES Learning & Engagement Strategist, and works closely with and under the strategic leadership of ES Primary Transition Leads (i.e. Deputy Registrar & HR Director, Vancouver and Deputy Registrar, Okanagan). This role requires regular cross functional collaboration with stakeholders across all levels of the organization, across both campuses, within Enrolment Services, IRP student teams, as well as other campus community stakeholders.Work Performed

• Develops, implements and maintains project management, communication, training and change management processes and systems to support Enrolment Services in preparation for the implementation of Workday Student.
• Liaises with relevant IRP teams to proactively gather, consolidate, streamline and distribute relevant, timely information and documentation to ES stakeholders.
• Tracks, monitors and manages resource requests; project, workstream, and operational schedules and timelines; and other key aspects. Proactively identifies interdependencies and flags potential constraints or issues.
• Acts as a liaison between ES and IRP Student to assist with defining and clarifying project and workstream scope, resource and/or business requirements, and milestones and timelines.
• Works in collaboration with the ES Primary Transition Leads and ES business owners to develop resourcing plans, assemble and coordinate working groups and identify and resolve resource conflicts and dependencies across workstreams.
• Attends meetings, takes notes and acts as a ‘hub’ for information sharing and maintains a “birds-eye” view of the IRP Student project.
• Produces reports, including regular and governance reporting on workstream(s) and project progress, including identifying risks.
• Collaborates with relevant stakeholders, including ES leadership and staff, to support the timely execution of workstream and project tasks.
• Responsible for the implementation and maintenance of project sites using a variety of tools (Confluence, SharePoint, Airtable, etc.).
• Assists in preparing additional project-related materials as needed such as presentations, briefing notes etc.
• Performs other duties as required

Consequence of Error/JudgementThe Special Project Coordinator plays an important role in supporting the implementation of systems and processes related to this transformational project. Work requires judgment and initiative. Errors could have a significant impact on the success of project delivery, subsequent effects on UBC and Enrolment Services’ strategic goals and visions.Supervision ReceivedWorks under general direction provided by the ES Learning & Engagement Strategist. Works closely with and under the strategic direction of the Deputy Registrar & HR Director, Vancouver and Deputy Registrar, Okanagan.Supervision GivenNoneMinimum QualificationsUndergraduate degree in a relevant discipline. Undergraduate degree in a relevant discipline. Minimum of three years’ experience or the equivalent combination of education and experience.Preferred Qualifications

• A degree in Business Administration or a related field preferred.
• Certified Associate in Project Management (CAPM) designation by PMI would be an asset
• Experience with project coordination and management is preferred
• Certification in or experience with Prosci methodology an asset
• Experience working in an academic environment would be an asset
• Proficiency with all MS Office Business Productivity Tools, including Microsoft Project
• Experience with Airtable an asset
• Excellent time management, organizational and coordination skills
• 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
• Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural difference
• Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours
• Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff
• Acknowledges, reflects upon and challenges one’s own biases and assumptions
• Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion

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