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Arts Workday Project Coordinator

2 months 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. Reporting directly to the Project Manager, this position oversees the coordination of multiple complex projects, ensuring timely completion and stakeholder satisfaction.

Key Responsibilities

  • Coordinate project administration, including scheduling, prioritization, and project planning, ensuring all deliverables, milestones, and timelines are clearly understood and tracked.
  • Collaborate with the project team to establish work breakdown structures, including schedules, priorities, and project plans, and notify the Project Manager of any variances from the project plan.
  • Identify project challenges and issues, resolve complex problems related to project administration, and make recommendations for possible solutions to ensure timely completion of project deliverables.
  • Provide regular project updates to the team, including project statuses, action items, in-progress or blocked items, and key upcoming priorities, as well as reporting on the schedule, resources, metrics, and financial status of projects.
  • Maintain an overall awareness of Arts Workday Student project timelines, activities, and events, overseeing complex project calendar management, including coordinating and scheduling all project activities, events, working groups, and meetings, and resolving conflicting scheduling demands for Business Analysts and the Project Manager.
  • Plan and coordinate activities, workshops, and meetings, prepare and draft meeting materials, attend, document, and support facilitation of meetings and events, and follow up on outcomes, decisions, and action items arising from activities and meetings.
  • Oversee and prioritize a high-volume Arts Workday Student inbox, handling complex, confidential, and sensitive communications, responding to and resolving questions regarding the project, and communicating on behalf of the Project Manager and Business Analysts, and escalating queries to the project team or experts in other units.
  • Provide complex project instructions and information to project stakeholders, developing an in-depth understanding of Arts departments, Arts curriculum, and academic processes, and adapting communication and project support to unique and varied stakeholder needs.
  • Work with Business Analysts to gather, compile, and organize Arts department-specific data and project requirements, adapting information gathering approaches as needed, and demonstrating sensitivity and understanding of each unit's unique environment, course ecosystem, history, and current challenges.
  • Track units' project engagement and data completion statuses, review project data to identify units that have not completed tasks, and follow up with units, making recommendations to Business Analysts and the Project Manager for increasing department engagement and participation in project requirements.
  • In consultation with Business Analysts and the Project Manager, research potential project database solutions, develop and maintain databases for projects, and create progress and other complex project and stakeholder reports.
  • Support creating, editing, and disseminating Arts Workday Student communication materials.
  • Coordinate Arts Workday Student training, including scheduling, registration, and maintaining training requirements databases, and develop a strong working knowledge of Workday Student, supporting Business Analysts in developing training materials and facilitating training.
  • Perform complex financial duties, including monitoring and maintaining budgets, preparing and processing requisitions for payment, liaising with financial support staff, and reviewing requisitions for payment prepared by others for appropriate backup documentation and compliance with UBC policies.
  • Develop, implement, and maintain systems for project documentation, records management, and databases for projects.
  • Build and maintain good working relationships across the Faculty of Arts, including project teams, leadership, faculty, and staff, as well as other key stakeholders as required, such as the Integrated Renewal Program (IRP) Student, UBC IT, and vendors.

Consequence of Error

The position is critical in supporting the Project Manager in coordinating the preparation for and implementation of Workday Student in the Faculty of Arts. Errors in judgment, poor analysis, or failure to act decisively could have a detrimental effect and adversely impact the Faculty of Arts, affecting numerous students, faculty, and staff. The work involved in this position may be time-sensitive with firm deadlines that must be met. Failure to meet these deadlines could result in delays and impacts to the project implementation. Incorrect interpretation or communication of policy and procedures or lack of tact, diplomacy, or sensitivity in dealing with stakeholders could potentially result in damaged relationships and credibility.

Supervision Received

The project coordinator works independently under the general direction of the Project Manager. Must be able to work independently under minimal supervision, and also collaboratively in a project team environment.

Supervision Given

None

Minimum Qualifications

High School graduation and two-year post-secondary diploma. 4 years related experience or the equivalent combination of education and 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

Intermediate understanding and experience with Microsoft Office including but not limited to: Microsoft Word, Excel, Outlook, PowerPoint. Experience with project management software Asana, JIRA, Smartsheet an asset.

Knowledge and experience of project coordination including logistical, event, and budget coordination budget coordination, data analysis, and task prioritization. A thorough knowledge of university systems, policies, and procedures is a strong asset. Ability to maintain accuracy and attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Strong organizational skills, ability to think logically, understand instructions, multitask, and work well under pressure. Ability to exercise a high level of tact, diplomacy, and discretion in developing and maintaining collaborations with a variety of stakeholders. Proven track record of coordinating complex administrative processes and projects that involve a variety of stakeholders. Ability to independently apply a broad knowledge of policies and procedures. Excellent interpersonal, problem-solving, analytical, and organizational skills. Applies critical thought and attention to detail to day-to-day activities and demonstrates an ability to appropriately adapt to changing requirements and needs. Understands change management implications of projects. Knowledge of change management strategies, and experience supporting change management in project implementations as asset.