Project Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Information Systems and Technology, Level B

Job Title

Project Coordinator

Department

UBC IT | Audio Visual Projects | Project Management 1

Compensation Range

6,251.00 - $8,986.00 CAD Monthly

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

March 22, 2025

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

Job End Date

Mar 31, 2026

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 Description Summary

The Project Coordinator provides assistance with project management activities including gathering information from users and a variety of other sources and contributing 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

While working closely with all staff with-in UBC IT Audio Visual, the position reports directly to The Manager, Audio Visual Projects.

Work Performed

Specific Duties :

• Gathers information from and prepares documentation for Project Managers and clients, on the scope, schedule, resources, metrics and project status of ITAV projects.
• Produces project procurement documentation (PR, RFI, RFP, RFQ), design and programming for ITAV projects and administer and oversee the approval processes.
• Coordinates with internal and external clients and vendors on project management activities.
• Advises clients on the development of programming for AV systems, implementation of programming and delivery of training in coordination with project managers.
• Conducts testing on programming to ensure requirements are being met.
• Audit ITAV projects for compliance with the approved UBC IT Project Management Framework
• Facilitates project meetings, project communications and status reporting.
• Schedules and coordinates AV system installations and upgrades
• Participates in Crestron and Biamp system programming and implementation for AV system integration and upgrades.
• Supports system testing, commissioning, reporting, and provides input into design.
• Liaise with clients to coordinate and assist with system orientations.
• Compiles system documentation and records for archiving and maintenance.
• Assists AV Project Managers and AV Specialists to establish work breakdown structure, workload scheduling and project plans and procedures.

Core Duties :

Consequence of Error / Judgement

Information Technology 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 with within general instructions and an administrative framework. Work is reviewed in terms of achievement of desired results. Performance is reviewed by the Project Manager(s) and Program Manager(s) 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

Preferred Qualifications

Undergraduate degree in a relevant discipline.A degree in Business, Computer Science or Management Information Systems is preferred.Minimum of two years experience or the equivalent combination of education and experience.Experience working - with AV system technology in an academic environment is required as is experience with Crestron, Extron, CISCO, Biamp, SMART and other related products. Experience with project coordination and management is preferred .

Professional certification in PMI, CTS, and CTS-D is an asset. Demonstrated ongoing career development through active and self-motivated professional development in the field of business analysis 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.