Arts Workday Project Coordinator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title

Arts Workday Project Coordinator

Department

Workday Student | Faculty Operations | Faculty of Arts

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

January 31, 2023

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

Job End Date

Jul 4, 2025

Arts Workday Student Project Coordinator

Job Summary

UBC is embarking on a multi-year project to transform its academic and administrative support processes and systems environments for the entire UBC community. Workday Student is projected to be implemented in phases during 2023/2024. The vision for the Workday Student Program

is to transform the way UBC supports learning and research, and how UBC can work to create a cohesive and integrated experience for students, staff, and faculty.

The Arts Workday Student Project Coordinator works in collaboration with the Faculty of Arts Workday Student project team, including the Project Manager (PM) and Business Analysts (BA), and is responsible for coordinating multiple concurrent projects of considerable size, diversity, and complexity that are vital to the successful implements of Workday Student in the Faculty of Arts. This role oversees the coordination of complex administrative processes for the Arts Student Workday Implementation, including supporting stakeholder engagement and data gathering, project reporting, project record and documentation coordination, and training planning and implementation.

Importantly, the Project Coordinator acts as the first point of contact for the Arts Workday Student IRP team, and liaises with staff and faculty across the Faculty of Arts in order to ensure stakeholders understand key project timelines, processes, and deliverables and that all administrative and logístical aspects of projects are completed. As this role provides project information and resolves complex project queries for variety of stakeholders it requires an in-depth and constantly developing understanding of student related university procedures and policies, as well as an understanding of the Faculty of Arts and the unique requirements and needs of Arts in relation to the implementation of Workday Student.

Organizational Status

The Project Coordinator reports directly to the Project Manager, Faculty of Arts Workday Student Implementation. This role requires regular collaboration including building and maintaining strong relationships across the Faculty of Arts with project teams, leadership, faculty, staff, students, and other stakeholders. The position works closely with the Faculty of Arts Dean’s office, as well as Arts Academic Advising, Arts Curriculum Committee, and departments in the Faculty to ensure successful delivery of the project. The position will also act as a liaison with central UBC offices and committees responsible for Workday Student.

Work Performed
- Oversees administration and coordination of multiple complex concurrent projects for the Arts Workday Student implementation; updates and monitors project status, tracks action items, and consults with team members and impacted stakeholders to ensure all project deliverables, milestones, and timelines are clearly understood, tracked, and escalated as required
- Works collaboratively with project team to establish work breakdown structure including schedules, priorities, and project plans for specific projects. Notifies PM of any variances from project plan
- Identifies project challenges and issues, resolves complex problems related to project administration, and makes recommendations around possible solutions to ensure the timely completion of project deliverables
- Regularly provides the project team with updates on project statuses, action items, in-progress or blocked items, and identifies key upcoming priorities; this includes reporting on the schedule, resources, metrics, and financial status of projects
- Maintaining an overall awareness of Arts Workday Student project timelines, activities and events, oversees complex project calendar management including coordinating and scheduling all project activities, events, working groups and meetings; screens and prioritizes meeting requests and resolves conflicting scheduling demands for BAs and PM
- Plans and coordinates activities, workshops, and meetings; prepares and drafts meeting materials such as presentations and agendas; attends, documents, and supports facilitation of meetings and events; follows up on outcomes, decisions, and action items arising from activities and meetings
- Oversees and prioritizes high volume Arts Workday Student inbox, including handling a wide range of complex, confidential, and sensitive communications; Responds to and resolves questions regarding the project; communicates on behalf of the PM and BAs, and escalates queries to project team or experts in other units
- P

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