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Project Coordinator
2 weeks ago
**Position Job Title**:Project Coordinator
**Location**:University Canada West
**Reports To**:Registrar
**About University Canada West**:
University Canada West is an innovative business and technology-oriented, dynamic, and growing institution that was founded in 2005. Based in Downtown Vancouver, the university is defined by its close connections to the business community and a commitment to outstanding student services.
Here, at UCW, we connect recognized, well-established specialists and ambitious young professionals, so they learn from each other and thrive in our diverse environment. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming.
We are privileged to do this work on the unceded, traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here, and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.
**Primary Purpose**
Under the direction of the Registrar, the Project Coordinator is responsible for projects, research, reporting and data analyses, and day-to-day operational matters in the Registrar’s Office (RO). The Project Coordinator delivers a program of activities which enhance the University’s profile with stakeholders (including graduating students, parents, guests, alumni, and University strategic contacts) and generate advocacy for UCW. Supports with day-to-day tasks and has a key role in engineering proper business practices and creating a service culture where the student experience is the highest priority.
Graduation is a significant step on the student journey, marking the transition from student to alumni. The Project Coordinator will take lead responsibility for the delivery of the University’s graduation ceremonies, ensuring a professional and smooth-running graduation day experience. You will plan and project manage the convocation ceremonies, taking responsibility for student and guest management, internal and external suppliers, VIPs (Platform Party, Honorary Docs, Alumni Award recipients), logistics, print and communications.
**Specific responsibilities**
- Plan and project manage the delivery of convocation ceremonies. Key areas of responsibility include Student and guest management; Suppliers and logistics; Recruitment and management of extended convocation Team.
- Identify, troubleshoot, and resolve problems in the preparation and conduct of convocation ceremonies.
- Review convocation ceremonies and recommend activities to maximize stakeholder satisfaction which includes the benchmarking of ceremony outcomes against other universities.
- Ensure correct information is circulated to colleagues, students, parents and external audiences in a timely manner in the most appropriate format.
- Develop and manage the graduation web pages
- Plan, monitor and manage the graduation budget, ensuring that all financial transactions are processed promptly and accurately
- Work with internal and external service providers, to achieve the best value and excellent service for convocation ceremonies and events (catering, print, design, venues, photography, and others as required)
- Identify, collect and analyze relevant information for projects and reports.
- Present reports and data updates to internal groups and stakeholders.
- Consult with stakeholders to define project requirements, scope and objectives.
- Conduct problem analyses to ensure data accuracy and relevance.
- Liaise with GUS representatives on RO reports and enquiries.
- Engage with applicants, students, staff and faculty in a professional, courteous and helpful manner.
- Collaborate with Marketing & Communications regarding internal and external communications, ensuring protocols and standards are met.
- Serve on University committees as appropriate.
- Chair the Convocation Committee
**Position Requirements**
To be successful in the Project Coordinator role an individual must be committed to developing, maintaining and demonstrating the following:
**Education and Experience**
- Bachelor’s degree from a recognized post-secondary institution.
- Minimum one (1) year experience directly related and/or supportive to the duties and responsibilities.
**Competencies**
- A proven service-oriented focus with the ability to build rapport in a demanding environment.
- Knowledge of concepts and processes related to the management of awards within higher education institutions.
- Efficient, effective, and dependable time management skills in order to coordinate multiple, concurrent projects with flexibility to handle to changing priorities.
- Strong attention to detail, ensuring accuracy with decision-making and data records.
- Strong organizational skills and problem-solving ability.
- Effective communication skil
