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 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

The position is eligible for a hybrid work arrangement with the expectation of 2-3 days per week onsite.

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 works closely with the members of the Project Management team and leaders from other areas of DAE to support the ongoing transition of units to use the new Awards Point Solution (Appian). The role will manage training, documentation and data conversation/retrofit activities to finish the retrofit of DAE's systems and platforms with the Appian platform. The incumbent interacts with the DAE Awards team, Stewardship team and may also interact with staff from various faculties and departments at UBC Vancouver and UBC Okanagan campuses. This requires excellent diplomacy, communication and interpersonal skills. The position requires considerable judgment and problem-solving skills to develop approaches and techniques in order to achieve goals and objectives.

As we enter into Phase 3 of the roll out of Appian, the Awards Donor Communication Module is still being refined. The incumbent may participate with testing, verify data, confirm that DAE faculty colleagues have the required role access, and assist with the IT ticketing process to trouble-shoot concerns with the software.

Organizational Status

DAE champions UBC's visions and values and engages alumni and donors in support of the institution. With the aligned functions of development and alumni UBC under one portfolio, we will continue to benefit from their foresight, cultivate their enthusiasm and maximize their investment in the university's future.

The Awards team works with other units at UBC to ensure that donor-funded Awards, both annually-funded or endowed, are administered in a timely and accurate manner. The Awards team ensures that Award donors have easy access to and understanding of the impact of their giving at UBC.

The Project Coordinator reports directly to the Associate Director, Project Management, and receives high level strategic direction from the leadership of the DAE Awards team. The role will work with other DAE units, such as the Business Intelligence team and the Records team, as well as with staff from other units at UBC (e.g. UBC IT, Intergrated Services Centre).

Work Performed

- As new business processes are rolled out, develop related documentation, including but not limited to wireframes, functional specifications and process documents

- Advance the retrofit of LINKS (CRM) coding to align with the new Appian system

- Research and analyze data process flows (with Data team assistance)

- Assess record format within LINKS, perform QA and data verification and resolve data element inconsistencies (with Records and Awards teams assistance)

- Where appropriate, adopt project methodology and coordinate full project cycle from the conception to completion

- Develop proposals, timeframes, and schedules related to the work involved

- Coordinate project related events and meetings, including preparing and distributing agendas and other materials and follow up on action items

- When appropriate, make recommendations on steps to take for potential improvements

- Conduct needs assessments, environmental scans and literature reviews to inform specific projects

- Create and maintain comprehensive project documentation, plans, reports and financial summaries

- Gather, track, compile and report on relevant project assignment and progress information from multiple sources

- Assist in developing user-acceptance scripts and schedules for testing of UI and process changes

- Attend relevant Student Completion meetings

- Create DAE-specific training materials, documentation and instructional videos/media and provide transition training for DAE staff

- Maintain professional levels of communication at all times to strengthen existing collaborations within DAE

- Provide support to related general administrative duties as assigned

- Other 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 Awards team, Development and Alumni Engagement, and the University, and may result in legal action, negative public relations, financial repercussions, and loss of credibility in the unit's ability to demonstrate value in the areas of fundraising and alumni engagement.

Supervision Received

Reports directly to the Associate Director, Project Management. Works in support of the DAE Awards and Strategic Initiatives & Operations teams. May perform some duties for other teams in the unit. Works with considerable latitude and minimal supervision. The incumbent must be self-directed and able to manage and work independently. Work is reviewed periodically to assess performance and ensure completion of project milestones.

Supervision Given

None.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of 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

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

Experience in project coordination or project management an asset.

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

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

Expert ability to gather, record, and organize information.

Experience creating and updating documentation and instructional content including video and slide decks.

Experience creating wireframes and process documents in MS Visio or similar tools.

Ability to analyze and interpret data, determine implications, summarize and report on complex information, and provide recommendations.

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 effectively and in a professional manner, both verbally and in writing.

Proven ability to develop and maintain cooperative and productive working relationships.

Ability to deal effectively with a diversity of people (e.g. faculty, staff, community partners, external organizations) in a professional and courteous manner.

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.

Ability to prioritize and work effectively under pressure to meet deadlines.

Experience using Microsoft Office (including Outlook, Word, Excel, PowerPoint) at an intermediate/advanced level.

Knowledge and experience of Workday, Blackbaud CRM, and MuleSoft would be an asset.

Ability to use video and web conferencing technologies (e.g. Zoom, Microsoft Teams) for meetings.