Arts Workday Project Coordinator

Job Summary

The Arts Workday Student Project Coordinator works in collaboration with the Faculty of Arts Workday Student project team, including the Project Manager (PM) and Business Analysts (BA), and is responsible for coordinating multiple concurrent projects of considerable size, diversity, and complexity that are vital to the successful implements of Workday Student in the Faculty of Arts.

This role oversees the coordination of complex administrative processes for the Arts Student Workday Implementation, including supporting stakeholder engagement and data gathering, project reporting, project record and documentation coordination, and training planning and implementation.

Importantly, the Project Coordinator acts as the first point of contact for the Arts Workday Student IRP team, and liaises with staff and faculty across the Faculty of Arts in order to ensure stakeholders understand key project timelines, processes, and deliverables and that all administrative and logistical aspects of projects are completed.

As this role provides project information and resolves complex project queries for variety of stakeholders it requires an in-depth and constantly developing understanding of student related university procedures and policies, as well as an understanding of the Faculty of Arts and the unique requirements and needs of Arts in relation to the implementation of Workday Student.

Organizational Status

The Project Coordinator reports directly to the Project Manager, Faculty of Arts Workday Student Implementation, with functional supervision from the Communications Manager.

This role requires regular collaboration including building and maintaining strong relationships across the Faculty of Arts with project teams, leadership, faculty, staff, students, and other stakeholders.

The position works closely with the Faculty of Arts Dean’s office, as well as Arts Academic Advising, Arts Curriculum Committee, and departments in the Faculty to ensure successful delivery of the project.

The position will also act as a liaison with central UBC offices and committees responsible for Workday Student.

Work Performed

Oversees administration and coordination of multiple complex concurrent projects for the Arts Workday Student implementation;

updates and monitors project status, tracks action items, and consults with team members and impacted stakeholders to ensure all project deliverables, milestones, and timelines are clearly understood, tracked, and escalated as required

Works collaboratively with project team to establish work breakdown structure including schedules, priorities, and project plans for specific projects.

Notifies PM of any variances from project plan

• Identifies project challenges and issues, resolves complex problems related to project administration, and makes recommendations around possible solutions to ensure the timely completion of project deliverables
• Regularly provides the project team with updates on project statuses, action items, in-progress or blocked items, and identifies key upcoming priorities;

this includes reporting on the schedule, resources, metrics, and financial status of projects

Maintaining an overall awareness of Arts Workday Student project timelines, activities and events, oversees complex project calendar management including coordinating and scheduling all project activities, events, working groups and meetings;

screens and prioritizes meeting requests and resolves conflicting scheduling demands for BAs and PM

Plans and coordinates activities, workshops, and meetings; prepares and drafts meeting materials such as presentations and agendas;

attends, documents, and supports facilitation of meetings and events; follows up on outcomes, decisions, and action items arising from activities and meetings

Oversees and prioritizes high volume Arts Workday Student inbox, including handling a wide range of complex, confidential, and sensitive communications;

Responds to and resolves questions regarding the project; communicates on behalf of the PM and BAs, and escalates queries to project team or experts in other units

• Provides complex project instructions and information to project stakeholders; develops in depth understanding of Arts departments, Arts curriculum and academic processes, and is able to adapt communication and project support to unique and varied stakeholder needs
• Works with BAs to gather, compile, and organize Arts department specific data and project requirements, adapting information gathering approaches as needed;

this requires sensitivity and understanding of each unit’s unique environment, course ecosystem, history, and current challenges

Tracks units’ project engagement and data completion statuses; reviews project data to identify units that have not completed tasks and follows up with units;

makes recommendations to BAs and PM for increasing department engagement and participation in project requirements

In consultation with BAs and PMs, researches potential project database solutions, develops and maintains databases for projects;

creates progress and other complex project and stakeholder reports

• Supports creating, editing, and disseminating Arts Workday Student communication materials.
• Coordinates Arts Workday student training including scheduling, registration, and maintaining training requirements database;

develops strong working knowledge of Workday student, and supports BAs in developing training materials and facilitating training

• Performs complex financial duties including monitoring / maintaining budgets, preparing and processing requisitions for payment, liaising with financial support staff, and reviewing requisitions for payment prepared by others for appropriate back-up documentation and compliance with UBC policies.
• Develops, implements, and maintains systems for project documentation, records management, and databases for projects;
• Builds and maintains good working relationships across Faculty of Arts including project teams, leadership, faculty and staff, as well as other key stakeholders as required, such as the Integrated Renewal Program (IRP) Student, UBC IT, and vendors.

Consequence of Error

The position is an important role in supporting the Project Manager in coordinating the preparation for and implementation of Workday Student in the Faculty of Arts.

Errors in judgment, poor analysis, or failure to act decisively could have a detrimental effect and adversely impact the Faculty of Arts, affecting numerous students, faculty and staff.

The work involved in this position may be time-sensitive with firm deadlines that must be met. Failure to meet these deadlines could result in delays and impacts to the project implementation.

Incorrect interpretation or communication of policy and procedures or lack of tact, diplomacy or sensitivity in dealing with stakeholders could potentially result in damaged relationships and credibility.

Supervision Received

The project coordinator works independently under the general direction of the Project Manager. Must be able to work independently under minimal supervision, and also collaboratively in a project team environment.

Supervision Given

None

Minimum Qualifications

High School graduation and two-year post-secondary diploma. 4 years 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

Intermediate understanding and experience with Microsoft Office including but not limited to : Microsoft Word, Excel, Outlook, PowerPoint.

Experience with project management software Asana, JIRA, Smartsheet an asset.

Knowledge and experience of project coordination including logistical, event, and budget coordination budget coordination, data analysis, and task prioritization.

A thorough knowledge of university systems, policies and procedures is a strong asset. Ability to maintain accuracy and attention to detail.

Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing.

Ability to work effectively independently and in a team environment. Strong organizational skills, ability to think logically, understand instructions, multitask, and work well under pressure.

Ability to exercise a high level of tact, diplomacy, and discretion in developing and maintaining collaborations with a variety of stakeholders.

Proven track record of coordinating complex administrative processes and projects that involve a variety of stakeholders.

Ability to independently apply a broad knowledge of policies and procedures. Excellent interpersonal, problem solving, analytical, and organizational skills.

Applies critical thought and attention to detail to day to day activities and demonstrates an ability to appropriately adapt to changing requirements and needs.

Understands change management implications of projects. Knowledge of change management strategies, and experience supporting change management in project implementations as asset.