Project and Training Coordinator, Business and Solutions Support

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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 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

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 and Training Coordinator, Business and Solutions Support, plays a pivotal role in advancing the effectiveness of the Workday Student ecosystem through strategic project coordination, innovative training development, and impactful change management. This position advocates for and drives the implementation of forward-looking strategies to enhance organizational training programs, ensuring alignment with institutional goals and fostering continuous improvement.

This role manages multiple concurrent projects, prioritizing initiatives based on organizational needs and collaborating with diverse stakeholders to achieve objectives. They proactively assess training requirements, develop advanced learning resources, and recommend innovative solutions to address skill gaps and improve efficiency. By curating and maintaining training materials and digital assets, the role ensures resources remain relevant and accessible to all users.

With a focus on change management, this role develops comprehensive communication plans, facilitates stakeholder engagement, and supports readiness efforts to minimize disruptions during organizational transitions. This role requires exceptional strategic thinking, analytical capabilities, and a commitment to fostering effective collaboration across teams to achieve long-term organizational success.

Organizational Status

Reports to the Senior Business Solutions Analyst and works closely with the Training and Support Analysts and other members of the Business Solutions and Support team within Enrolment Services. The role involves regular collaboration with cross-functional teams to coordinate training logistics, manage communications, and implement change strategies.

Work Performed

Project Coordination

• Manages multiple concurrent training and change-related projects to enhance the efficiency and effectiveness of the Business and Solutions Support team and the Workday Student ecosystem, prioritizing initiatives based on organizational need and resource availability

• Prepares project plans, monitors milestones, and provides updates to stakeholders

• Conducts analysis and consultation to understand the purpose and intended outcomes of projects, which may include liaising with multiple stakeholders including faculty and staff within Enrolment Services, the Integrated Service Centre (ISC) and UBC IT

• Develops and implements program assessment and evaluation tools to measure the effectiveness of training initiatives supporting the Workday Student ecosystem and service to students

​Training and Program Coordination

• Advocates for and drives the development and implementation of long-term strategies to improve organizational training programs, ensuring alignment with strategic goals and objectives while collaborating with and seeking input from senior leaders

• Conducts organizational training needs assessments to identify skill gaps and recommend strategic solutions that drive organizational performance.

• Designs and develops advanced modules, researching and advocating for innovative learning techniques in support of the efficiency and effectiveness of the Workday Student ecosystem

• Manages the organization, dissemination, and maintenance of training assets, including curricula, digital modules, and performance management resources, and develops related policies and procedures for asset usage.

• Tracks and documents key learning outcomes, metrics, and lessons learned to inform program improvements and improve support services.

• Develops, publishes, maintains and organizes training materials, such as presentations, guides, exercises, and online resources.

• Manages the production of training sessions including scheduling, venue booking, registration management and attendee invitations, and coordinates communication and public relations related to training activities.

• Collects and analyzes participant questions during training and feedback and follows up with stakeholders as required. Makes recommendations for further training opportunities based on analysis.

• Curates training content as updates occur in Workday Student and related applications within the student ecosystem.

Continuous Improvement

• Acts as a primary liaison between leadership and operational teams to ensure alignment of training and change initiatives with organizational priorities

• Collects and documents training metrics, maintains QA guidelines, and recommends process improvements where necessary.

• Participates in community practice sessions to identify training needs and enhance materials.

• Reviews and validates community-facing resources, such as websites and forms, in collaboration with Training & Support Analysts.

• Prepares reports and presentations summarizing training metrics, project outcomes, and improvement recommendations.

Communications and Change Management

• Develops and reviews communication plans to support training initiatives to ensure stakeholders, including those delivering student services, receive timely and accurate information about training and change initiatives.

• Coordinates and oversees the creation of a variety of assets used for training and change management.

• Collaborates with internal and external stakeholders to coordinate change management efforts, including stakeholder engagement and readiness assessments, aimed at minimizing disruptions to student service delivery.

• Develops resources and strategies to support stakeholders through organizational changes related to Workday Student updates.

Other duties as required

Consequence of Error/Judgement

Inaccuracies in training content, scheduling, project coordination, or communications could result in ineffective learning experiences, poorly managed changes, or organizational resistance. The Coordinator must exercise sound judgment to ensure the quality and effectiveness of training, project coordination, and change management initiatives. Errors could hinder organizational performance and commitment to continuous learning and improvement.

Supervision Received

Reports to the Senior Business Solutions Analyst. Works independently under general direction, with regular performance reviews based on effectiveness and alignment with organizational policies.

Supervision Given

May provide guidance to support staff in managing training logistics, content updates, and project tasks.

Minimum Qualifications

• Undergraduate degree in a relevant discipline.

• Minimum of one to two years of related experience, or an 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

• Experience in project coordination, training development, or change management

• Experience with learning management software, knowledge management platforms, multimedia channels, and web-based tools such as Canvas, and ServiceNow.

• Workday experience preferred but not required.

• Strong organizational and time-management skills.

• Strong critical thinking, problem identification, and planning abilities.

• Ability to engage respectfully with diverse individuals in a calm and courteous manner.

• Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural differences.

• Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.

• Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.

• Acknowledges, reflects upon and challenges one's own biases and assumptions.

• Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion

• Attention to detail and ability to work effectively under pressure with tight deadlines.

• Excellent oral and written communication skills; fluency in English.

• Proficiency in MS Office tools (Excel, Word, PowerPoint, Visio) and experience with learning management systems.

• Ability to work both independently and collaboratively, exercising discretion, sound judgment, and tact.