Project Coordinator, Cybersecurity

Job Summary

The Project Coordinator manages the entire lifecycle of a small project or phases of a larger project which include developing a project plan, coordinating the activities of a project team, identifying appropriate resources needed, and developing schedules to ensure timely completion of project.

They will also aid with the explanation of complex technology related project management activities including gathering information from subject matter experts and system users, among other sources.

The Project Coordinator contributes to the entire project lifecycle. The incumbent will work with and provide support to the project team, tracking progress, managing communications, conducting analyses, and other associated project tasks.

Organizational Status

The Project Coordinator, Cybersecurity will provide support to the PrISM (Privacy and Information Security Management) program as part of the Cybersecurity team.

In collaboration with other areas of Cybersecurity and UBCIT the incumbent will be performing project management, coordination, analysis and administrative duties in order to support the technology led projects within the UBC PrISM program.

Reporting to the Program Manager, Cybersecurity, this position will be an integral member of the UBC Cybersecurity Team. This position works closely with UBC IT teams as well as liaising with other academic and administrative clients, vendors and industry peers.

Work Performed

Specific Duties :

• Utilizes Subject Matter Experts (SME) and consults leadership to solicit, understand and capture relevant information to prepare PrISM project management documentation for the Cybersecurity Program Manager, Chief Information Security Officer, and the PrISM team.
• Gathers information and prepares documentation for the Program Manager and other managers on the scope, schedule, resources, metrics and project status of PrISM technology projects.

This would include Project Plans, RAID log, RASCI charts, Gantt chart, organisation charts etc. as required.

• Produces project procurement documentation (PR, RFI, RFP, RFQ), for PrISM technology projects, administering and overseeing the approval processes.
• Works with the PIA Risk Analyst to coordinate the PIA process associated with PrISM technology projects.
• Consults with key stakeholders of varying technical ability and subject matter expertise to ascertain project status and produce regular reports for the Cybersecurity Program Manager and CISO.

This would include identifying and evaluating implementation options, risks and benefits, complexity, and flexibility of the various options, and discussing approach and recommendations with stakeholders where appropriate.

• Works with SME s to develop and document PrISM technology related policies and procedures, and help to deliver these to end users of varying technical abilities through guidance and consultative services.
• Develops and assists in the presentation of business cases to PrISM Senior Managers and Directors
• Manages the timely production of Investment Planning and Prioritization documentation such as Investment Request, Business Case, Project Charter, and Implementation Plan.
• Coordinates activities with Cybersecurity team members, UBC IT team members, external clients and vendors on project management tasks.
• Produces regular project status reports for Program Manager.
• Produces closure reports and lessons learned logs.
• Assists with researching and developing content for the timely production of Executive level Policy SC12 Approval documentation, including briefing notes and summary slide decks
• Assists with researching and developing content for the timely production of essential Investment Planning and Prioritization documentation including High Level Investment Proposal, Project Concept, Business Case, Project Charter.
• Works with Program Manager and Communications team to ensure that communications management activities are properly undertaken concerning PrISM technology projects.
• Manages, schedules, coordinates and facilitates project meetings.
• Facilitates regular status reporting.
• Organises Cybersecurity presentations to the wider UBC community, which may include lunch & learn, training sessions, and general update presentations.
• Is comfortable contributing to, and responding to forum messages, in the Cybersecurity Confidential Communications portal.
• Compiles documentation and records for new services and knowledge base articles where appropriate.
• Develops effective change management planning and communication techniques to ensure that the technology projects fully support and follow UBC IT Change Advisory Board (CAB) processes.
• Supports and follows UBC IT CAB and Incident Response processes.
• Works with Program Manager and Cybersecurity team to coordinate the development of project methodologies and procedures.
• Assists Program Manager with budget monitoring and reporting as required.

Core Duties :

• Gathers information from users and a variety of other sources refines project requirements, and develops small modules of larger project plans with support of senior members of the team.
• Assists in the preparation of budget estimates and staffing requirements for project plan.
• Compiles information for the development of schedules and timelines.
• Assists with the allocation of resources to projects according to project plans and resource availability.
• Provides orientation and work direction to project team members as assigned by Program Manager.
• Maintains project documentation including logs and schedules and notifies Program Manager and Managers as relevant of variances from project plan.
• May coordinate some activities as directed by Program Manager.
• Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.
• Performs other related duties as required.

Consequence of Error / Judgement

Cybersecurity plays a key role in enabling the University to achieve its goal of becoming one of the world's leading universities.

The Project Coordinator plays a significant role in supporting the implementation of systems and processes. Work requires judgment and initiative.

Errors could have a significant impact on the success of project delivery, subsequent effects on UBC's strategic goals and visions.

Supervision Received

Works autonomously within general instructions and an administrative framework. Work is reviewed in terms of achievement of desired results.

Performance is reviewed by the Program Manager, along with feedback from project and program team members and stakeholders.

Supervision Given

Manages and coordinates the completion of assigned work in collaboration with project team members and other staff.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience, or the equivalent combination of education and experience.

A degree in Business, Computer Science or Management Information Systems is preferred.

Preferred Qualifications

Experience working privacy and cybersecurity is an asset.

Experience working in an academic or public sector environment is an asset.

Experience with project coordination or project management is required.

Professional certification in Project Management and Business Analysist is an asset.

Demonstrable ongoing career development through active and self-motivated professional development in the field of Information Technology and related disciplines.

Proficiency with all MS Office Business Productivity Tools.

Excellent interpersonal and team skills. Self-directed and willing to take initiative in relation to carrying out assigned tasks.

Ability to work independently, under pressure and meet deadlines.

Excellent time management, organizational and coordination skills.

Collaboration - Takes initiative to actively participate in team interactions. Without waiting to be asked, constructively expresses own point of view or concerns, even when it may be unpopular.

Ensures that the limited time available for collaboration adds significant customer value and business results.

Communication for Results - Converses with, and writes to, peers in ways that support transactional and administrative activities.

Seeks and shares information and opinions. Explains the immediate context of the situation, asks questions with follow-ups, and solicits advice prior to taking action.

Problem Solving - Asks questions and looks for data that helps to identify and differentiate the symptoms and root causes of every day, defined problems.

Suggests remedies that meet the needs of the situation and those directly affected. Resolves problems and escalates issues appropriately.

Accountability - Checks assumptions about mutual expectations and clarifies standards of overall performance. Checks the scope of responsibilities of self and others.

Monitors day-to-day performance and takes corrective action when needed to ensure desired performance is achieved.

Analytical Thinking - Collates and reports information. Identifies trends and exceptions. Investigates to define problems more accurately.

Sorts information in order of importance. Identifies relationships and linkages between components. Identifies variable potential causes and effects.

Solicits guidance to define criteria and assign values of importance and urgency. Escalates issues of an exceptional nature.

Business Enterprise Knowledge - Inquires about the relationship of technology to the business as it pertains to assigned area of responsibility and related projects.

Seeks out relevant information from available sources including supervisors, peers, clients, intranet / Internet, and documentation.