Job title: Projects Coordinator
Company: University of British Columbia
Expected salary: $5063.67 – 7294.5 per month
Projects Coordinator Job Details:
Staff – Non Union
Job Category M&P – AAPS
Job Profile AAPS Salaried – Administration, Level A
Job Title Projects Coordinator
Department UBCO | Administrative Support | Office of Deputy Vice-Chancellor and Principal
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 August 23, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students, and is essential to fostering an outstanding work environment. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
This position is responsible for project management for the DVC Office, including managing complex initiatives and significant internal and external relationships. Initiatives and projects range from departmental to cross-campus, with key external partners and stakeholders including local associations, members of local, provincial and federal governments, and national and international academic and industry organizations. These projects continuously change and evolve, based on objectives driven by the Deputy Vice-Chancellor and Principal and the Director, Strategic Initiatives.
This position manages projects, events and board submissions for the DVC office and the Okanagan campus. The position is responsible for researching new initiatives, developing project budgets, deliverables, timelines, contributing to the entire project lifecycle and ensuring project targets are met.
This position requires considerable knowledge of departmental programs, policies and procedures to effectively lead DVC&P projects and coordinate committees. In addition to high level project and event management of a complex nature, major responsibilities include budget reporting and human resources oversight.
This position reports to the Office Manager/Executive Assistant to the DVC, Deputy Vice-Chancellor & Principal’s Office, works closely with the DVC leadership team and has frequent interactions with industry members, federal and provincial government officials, and community leaders.
Manages key projects and initiatives:
- Establishes project objectives, deliverables, budget, work plans and timelines.
- Analyzes the development of projects throughout the project life cycle, anticipating & mitigating potential risks and providing tactical advice on the resolution of issues as they arise and taking action as necessary to ensure project targets are met.
- Develops, facilitates and maintains positive and productive working relationships with project stakeholders (local, regional, international) to ensure strategic aims and objectives of the project are continuously managed.
- Identifies resources, systems, policies and procedures required to launch projects.
- Oversees logistics of the project administration processes, ensuring all policies and procedures are met.
- Develops and refines project requirements and project plans.
- Investigates and participates in developing procedures, system requirements, space requirements, and operational methods to meet project objectives.
- Oversees and communicates project progress, identifying high-risk areas. Takes corrective action when needed to ensure desired project performance and outcomes are achieved.
- Liaises with stakeholders and all members the campus community on relevant developments, requirements and actions of the project.
- Ensures objectives, decisions, action, schedules and budget are recorded, completed on time and budget, and communicated appropriately.
- Recruits, trains, oversees and manages work of auxiliary employees/volunteers on a project basis.
- Develops and maintains an active network of internal and external contacts across campuses, including industry stakeholders and community partners.
- Researches new initiatives and opportunities, develops budgets, deliverables, timelines, etc.
- Analyzes and prepares reports and information with respect to the success of new initiatives; recommends changes.
- Develops and recommends policies and processes to improve efficiencies in the management and coordination of special projects.
- Coordinates key DVC advisory committees, as required. May be asked to represent the DVC on committees requiring thorough knowledge of DVC&P s mandates and continuously shifting priorities.
- Manages submissions to the Board of Governors for the Okanagan campus, coordinating closely with executive departments on deadlines and signoff.
- Oversees award nomination process for the DVC office, including researching opportunities and developing recommendations.
- Leads executive searches for the DVC, acts as consultant on executive searches led by the Provost office and other departments of the University.
Supports leadership transitions including onboarding:
- Oversees recruitment for the department
- Coordinates administrative department reviews for the DVC.
- Change management lead for DVC office; manages training for staff.
- Oversees events and sponsorship budgets
- Works with Finance manager to develop annual budgets. Reviews department ledgers regularly and advises on quarterly updates to budgets.
Performs other related duties as required, including assisting with general office tasks.
Consequence of Error/Judgement
This position will be required to exercise their judgment on a day-to-day basis.
This position is must display initiative; tact and diplomacy; be accurate, and maintain confidentiality.
This position must be up to date on UBC policies and procedures and be able to exercise judgment in the absence of established policies, procedures or guidelines. Failure to act in a professional, tactful and respectful manner would have an adverse effect on the DVC Office, Okanagan campus, and the University.
This position impacts directly on the image, reputation and financial status of the DVC Office and University. Careless or uninformed decisions may damage the reputation of the office and the University, and may result in loss of economic opportunities.
Works independently and with considerable latitude under the general direction of the Office Manager/EA to the DVC within established project parameters. This position determines priorities as necessary and makes authoritative decisions on a daily basis.
May hire, train, develop and manage auxiliary staff / volunteers on a project basis.
- Undergraduate degree in a relevant discipline. Minimum of two years 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
- Experience in project coordination, IT project implementation and stakeholder management.
- PMP designation preferred.
- Knowledge of the university environment, department structure, university policies and protocol, organizational procedures, and planning responsibilities as well as knowledge of systems and applications is preferred.
- Ability to manage multiple projects and work efficiently under pressure and time constraints.
- Budget experience.
- Ability to identify, obtain and effectively manage organizational resources.
- Must be able to communicate effectively in a complex network of partners and UBC faculties and departments.
- Advanced MS Office Experience required (spreadsheets, databases, word processing).
- Ability to take initiative, exercise discretion and judgment in complex situations.
- Ability to develop and maintain cooperative and productive working relationships.
- Ability to review, analyze, and synthesize complex information into summaries and reports.
- Ability to analyze problems, identify key information and issues, and resolve quickly and effectively.