Project Coordinator

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Project Coordinator

Department

Planning Support | Facilities | Faculty of Medicine

Compensation Range

$5,063.67 - $7,294.50 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

January 25, 2023

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

Job End Date

Feb 6, 2024
- This is a 1-year leave replacement._
- This position has the option of a hybrid work arrangement._

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 1,500,000 square feet of academic space located at twenty-seven 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 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 and research centre administrators, Health Authorities, external consultants and contractors as well as university service units such as UBC Facilities Planning, Project Services, 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.

Researchers 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.

Develops and implements internal communication tools and business processes for use between team members to keep them informed of business directions, project status, scope changes, and milestone achievements. Facilitates project and unit meetings.

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.

Gathers information from stakeholders and a variety of other sources, refines project requirements and develops small modules of larger project plans with support of senior members of team.

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.

Coordinates the on-going maintenance, utilization, communications and training for Faculty Departments, Schools and Research Centre use of the Academic Space Management Database including reconciling inventories and ensuring coherence with related Health Authority systems.

Develops guidelines, procedures, training materials for user access of Academic Space Management Database, assists users with troubleshooting, works on system modifications or enhancements as needed.

Updates and maintains the Faculty s Academic Space inventory in conjunction with UBC Infrastructure Development, Departments, Schools, Research Centres, and Health Authority partners.

Creates and submits annual academic space inventory reports for Ministry of Health and Health Authorities and prepares other space reports as required.

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 incorre

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