Arts Workday Project Coordinator

3 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The Arts Workday Student Project Coordinator plays a pivotal role in the successful implementation of Workday Student in the Faculty of Arts. This position collaborates closely with the Project Manager and Business Analysts to coordinate multiple concurrent projects of significant complexity and scope. The successful candidate will be responsible for overseeing the administration and coordination of these projects, ensuring timely completion of deliverables, and maintaining strong relationships with stakeholders across the Faculty of Arts.

Key Responsibilities
  • Coordinate the preparation for and implementation of Workday Student in the Faculty of Arts, ensuring timely completion of project deliverables and maintaining strong relationships with stakeholders.
  • Collaborate with the Project Manager and Business Analysts to establish work breakdown structures, schedules, priorities, and project plans for specific projects.
  • Identify project challenges and issues, resolve complex problems related to project administration, and make recommendations for possible solutions.
  • Provide regular updates on project statuses, action items, and key upcoming priorities to the project team.
  • Maintain an overall awareness of Arts Workday Student project timelines, activities, and events, overseeing complex project calendar management and coordinating project activities, workshops, and meetings.
  • Plan and coordinate activities, workshops, and meetings, preparing and drafting meeting materials, attending, documenting, and supporting facilitation of meetings and events.
  • Oversee and prioritize a high-volume Arts Workday Student inbox, handling complex, confidential, and sensitive communications, and responding to and resolving questions regarding the project.
  • Provide complex project instructions and information to project stakeholders, developing an in-depth understanding of Arts departments, Arts curriculum, and academic processes.
  • Work with Business Analysts to gather, compile, and organize Arts department-specific data and project requirements, adapting information gathering approaches as needed.
  • Track units' project engagement and data completion statuses, reviewing project data to identify units that have not completed tasks and following up with units.
  • Support creating, editing, and disseminating Arts Workday Student communication materials.
  • Coordinate Arts Workday student training, including scheduling, registration, and maintaining training requirements databases.
  • Perform complex financial duties, including monitoring/maintaining budgets, preparing and processing requisitions for payment, and liaising with financial support staff.
  • Develop, implement, and maintain systems for project documentation, records management, and databases for projects.
Requirements

The successful candidate will possess a high school graduation and two-year post-secondary diploma, with four years of related experience or the equivalent combination of education and experience. The ideal candidate will have an intermediate understanding and experience with Microsoft Office, including Microsoft Word, Excel, Outlook, and PowerPoint, as well as experience with project management software such as Asana, JIRA, and Smartsheet.

The candidate will also possess knowledge and experience of project coordination, including logistical, event, and budget coordination, data analysis, and task prioritization. A thorough knowledge of university systems, policies, and procedures is a strong asset. The successful candidate will be able to maintain accuracy and attention to detail, prioritize and work effectively under pressure to meet deadlines, communicate effectively verbally and in writing, and work effectively independently and in a team environment.

The ideal candidate will also possess strong organizational skills, the ability to think logically, understand instructions, multitask, and work well under pressure. They will be able to exercise a high level of tact, diplomacy, and discretion in developing and maintaining collaborations with a variety of stakeholders. A proven track record of coordinating complex administrative processes and projects that involve a variety of stakeholders is essential. The successful candidate will also be able to independently apply a broad knowledge of policies and procedures, demonstrate excellent interpersonal, problem-solving, analytical, and organizational skills, and apply critical thought and attention to detail to day-to-day activities.

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