Project Coordinator

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level AJob TitleProject CoordinatorDepartmentPlanning Support | Facilities | Faculty of MedicineCompensation Range$5, $8,081.00 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 DateMay 10, 2024

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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 Description Summary

The Space Planning and Facilities Management unit supports the Faculty s academic mission and strategic pillars by ensuring that education and research programs have the spatial and infrastructural requirements to support academic activities across the province. The Faculty has over 1,900,000 square feet of academic space located at twenty-eight Health Authority sites and four University Academic Campuses.

The project coordinator assists project teams, helping to plan, initiate, and implement space planning and facility management unit projects. The position will work with project teams contributing to the entire project lifecycle including gathering information from users, preparing project documentation, tracking progress of work/schedules, managing communications, logistics, conducting analyses, and other associated project tasks.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC's entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xwməθkwəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

The Faculty provides innovative educational and research programs through an integrated and province-wide delivery model. The Space Planning and Facilities Management unit is responsible for efficient and effective management of existing Faculty of Medicine space and facilities, planning for future space requirements, and coordinating renovations, relocations, maintenance, and capital construction projects across all Faculty sites.

This position works closely with faculty, staff, department administrators, Health Authorities, external consultants, engineers, architects, and contractors as well as university service units such as UBC Building Operations, Facilities Planning, Project Services, Access & Security, and Safety & Risk Services.

Work Performed

• Manages administration of the planning, implementation and close-out activities for unit projects.
• Liaises across unit teams in the initiation of projects, documentation, archiving and project controls.
• Engages stakeholders from across units and functions in collaborative project work in a way that values their input and is informed by change management principles and best practices.
• Develops and implements internal communication tools and business processes for use between project team members to keep them informed of project status, scope changes, and milestone achievements.
• Plans, supports, and facilitates project meetings, with a focus on tracking decisions and action items for follow up.
• Develops positive and productive working relationships with stakeholders and manages day-to-day communications with stakeholders, responding to concerns related to project schedule, processes, and general project queries.
• Researches and writes documentation including project charters, project plans, scope documents, academic site plans and profiles. Compiles information for the development of project schedules and timelines.
• Responsible for ensuring the accuracy and completeness of shared project workspaces, SharePoint, and other websites.
• Assists in development, analysis, and implementation of space allocation and facility management plans, policies, guidelines, and agreements.
• Updates the Faculty of Medicine Academic Space Management Database as needed, including providing and customizing reports.
• Performs other duties are required.

Consequence of Error/Judgement

Makes decisions regarding budget expenditures, administrative processes and procedures and delivery of inventory database services. Inappropriate judgement or premature disclosure of confidential, sensitive or incorrect information could have a detrimental effect on Faculty of Medicine operations. Poor execution of duties can lead to increased operating costs for the Faculty of Medicine.

Supervision Received

Works independently under general managerial direction in assigned areas of responsibility. Reports to Senior Planner, Space Planning and Facilities Management. Performance is evaluated against set goals and expectations.

Supervision Given

May be required on occasion to oversee staff assisting with special projects. Manages external consultants as required.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of experience or the equivalent combination of education and training. Minimum of two years of project coordination and management experience.

- 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

Experience in project coordination, space planning and facilities management and communication support. Excellent communication skills (spoken and written, formal and informal) and computer skills (e.g., with the MS Office Suite) are required. Experience using Adobe Creative Suite: Illustrator, Photoshop, InDesign and databases an asset.

Experience working in University and/or Healthcare sector preferred. Self-directed and willing to take initiative in relation to carrying out assigned tasks. Ability to create visual graphic materials such as infographics, concept plans, and presentations. Ability to manage multiple projects simultaneously and produce e quality work within deadlines. Proven ability to build and maintain business relationships and to exercise tact, diplomacy, and discretion. Excellent interpersonal, team and conflict resolution skills.

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