Project Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

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 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

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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. 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 Summary

The Project Coordinator coordinates information systems and data-related projects across the full lifecycle exercising independent professional judgment to translate complex business requirements into technical solution. The Project Coordinator leads and coordinates project management activities such as requirements gathering systems analysis technical documentation risk identification and resource coordination. They collaborate with stakeholders to define project scope manage deliverables and ensure compliance with technical standards security protocols and best practices. Working closely with cross-functional project teams including developers systems administrators analysts and end users the Project Coordinator is responsible for tracking milestones maintaining project plans monitoring technical dependencies and facilitating clear communication between business and technical stakeholders.

In addition at the direction of the Managing Director Advancement Services the Project Coordinator also manages the tracking and reporting of projects across multiple areas of Development & Alumni Engagement (DAE) Services ensuring alignment with organizational goals visibility into strategic initiatives and timely status updates across teams.

Organizational Status

The Project Coordinator position is situated in the Strategic Initiatives and Operations unit of Advancement Services withing the Development and Alumni Engagement (DAE) portfolio of UBC. DAE focuses on building relationships with alumni donors and stakeholders to support the university through fundraising alumni relations and strategic partnerships.

The Project Coordinator reports directly to the Director Strategic Initiatives and Operations and receives direction from the Managing Director Advancement Services in regard to Division level project tracking. The role will work closely with other DAE units such as the Data Governance and Business Intelligence team (DAE DGBI) DAE Information Systems (DAE IS) as well as project stakeholders across DAE.

Work Performed

Project Coordination:

• Coordinate all aspects of the project lifecycle engaging subject matter experts stakeholders technology teams and project members as required.

• Support the initiation of projects using established project management methodology including developing charters project plans budgets schedules staffing requirements and work breakdown structures.

• Gather analyze document and translate complex business and technical requirements into system specifications in consultation with senior leadership end users DAE IS and DAE DGBI subject matter experts to inform project scope workflow optimization and solution design.

• Collaborate closely with DAE IS and DAE DGBI and other technical teams to ensure alignment of business objectives with system capabilities and data governance standards.

• Author and maintain project documentation including logs schedules technical specifications and functional requirements ensuring accuracy and accessibility for project teams and leadership.

• Advise and collaborate with IT and Data specialists and system architects to ensure technical feasibility risk mitigation and compliance with security privacy and data governance requirements. Monitor project scope schedule budget risks and issues; making recommendations and escalate variances or technical concerns to senior leadership IT subject matter experts and stakeholders as appropriate.

• Lead and facilitate project meetings capture decisions and action items and ensure follow-through and timely delivery.

• Integrate change management activities into project planning and implementation to support adoption and project success.

• Develop and maintain project management and financial tracking tools; establish templates and document best practices to improve consistency and efficiency.

• Identify opportunities to streamline business processes champion opportunities for process automation workflow optimization and technology innovation to enhance efficiency.

• Coordinate and track testing and implementation activities including developing user acceptance testing (UAT) plans and success metrics to validate business and technical outcomes.

• Provide clear tailored communication to internal and external stakeholders with varying levels of technical expertise to ensure shared understanding and alignment.

• Prepare and deliver regular status reports on project progress risks and workload requirements.

Divisional Initiatives Planning and Tracking:

• At the direction of the Managing Director Advancement Services coordinate the tracking of key initiatives across the DAE Services division to support alignment and oversight of the strategic directions of DAE workplan.

• Oversee the design governance and upkeep of DAE Services Dashboard across DAE Services units ensuring timely and accurate reporting of portfolio priorities to executive leadership.

• Support the facilitation of DAE Services strategic planning sessions.

Other

• Perform other related duties as required.

Consequence of Error/Judgement

The Project Coordinator is required to exercise professional judgment and initiative while undertaking all responsibilities and developing relationships. Inappropriate actions errors in performance or indiscretions in judgment can have negative impact on the Development and Alumni Engagement Portfolio and the University and may result in legal action negative public relations financial repercussions and loss of credibility in the units ability to demonstrate value in the areas of fundraising and alumni engagement.

Supervision Received

Reports directly to the Director Strategic Initiatives & Operations and receives directions from Managing Director Advancement Services on divisional initiatives. Works in support of the Strategic Initiatives & Operations teams. May perform some duties for other teams in the division. Works autonomously in accordance with general instructions as to methods and procedures. Work is reviewed in terms of achievement of desired results.

The incumbent must be self-directed and able to manage and work independently.

Supervision Given

None.

Minimum Qualifications

• Undergraduate degree in a relevant discipline

• Minimum of two years of related experience or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives including perspectives in conflict with ones own

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Detail-oriented organized and possessing great presentation and communications skills.

• Proven ability to lead projects involving enterprise information systems databases and CRM platforms.

• Demonstrated ability to conduct technical needs analyses plan organize manage monitor and complete multiple projects simultaneously and within allocated time and resources.

• Experience influencing and guiding cross-functional teams in adopting project management and technical best practices.

• Knowledge and experience working with technical systems including complex relational databases is an asset.

• Advanced skills in requirements analysis system documentation (functional specifications process maps) and test case development.

• Expert ability to gather record and organize information. Experience creating and updating project documentation.

• Ability to think conceptually (i.e. use creative conceptual or inductive reasoning or thought processes to identify patterns in complex data and identify key or underlying issues in complex situations) from conception of ideas to completion of projects

• Proven ability to communicate complex technical concepts effectively to diverse stakeholders in a professional manner both verbally and in writing. Ability to exercise diplomacy and sound judgment when interpreting information and making decisions or recommendations. Demonstrated ability to work both independently and in a team environment including the ability to collaborate with a large group of faculty staff students and partners. Experience using Microsoft Office (including Outlook Word Excel PowerPoint) at an intermediate/advanced level.