Coordinator, Change And Communication, Workday Student (Faculty Of Science)

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level B
Job Title
Coordinator, Change and Communication, Workday Student (Faculty of Science)
Department
Student Advising and Engagement | Dean's Office | Faculty of Science
Compensation Range
$5,906.25 - $8,508.42 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
May 11, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
May 30, 2024
This is a one year term position with possibility for extension.
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
Working with Science Advising, a unit that is a central hub for instructors, departments and students in navigating student-related policy, process and practice, the Coordinator is responsible for maintaining a Faculty-wide information repository, developing strong communications with a variety of stakeholders, ensuring the accuracy and completeness of project documentation and shared project workspaces. The Coordinator will develop training curriculum and promotional materials that are specific to the needs of the Faculty of Science, coordinate the dissemination of information and training workshops/webinars, and logistically plan Faculty-wide events, planning meetings and IRP stakeholder engagement workshops.
Organizational Status
The Coordinator reports to the Assistant Dean Students in the Faculty of Science. The Coordinator will work closely with a broad range of stakeholders, including management and staff of UBC Faculty of Science, faculty and staff within the science departments, and other colleagues from other administrative and academic units.
Work Performed

• Performs other duties as required.
• Lead and coordinate activities and key projects as directed.
• Responsible for curation, maintenance, and accuracy and completeness of project documentation and shared project workspaces for the Faculty of Science including SharePoint and other project related documentation.
• Lead the development and management of Faculty of Science Knowledge and training materials; materials must be developed to support self-service with step-by-step instructions that can support users via a repository when the system has gone live.
• Ensures timely execution of projects, current, planned and/or adjusted execution of project plans. Monitor and report on project progress and handle any issues that arise. Identify risks and develop mitigation strategies.
• Develop and implement appropriate curricula for a variety or stakeholders to support both relevant soft skills training and knowledge dissemination for the new system and related processes/workflows.
• Manage, plan and implement Faculty-wide events, training sessions/workshops, strategic planning meetings and workshops.
• Develops, implements and maintains project management, communication, and change management processes and systems to support stakeholders to prepare for and execute a smooth transition to the new student system. Proactively identifies interdependencies and flags potential constraints or issues.
• Manages and leads administration for multiple projects within the Faculty of Science. Project management duties include, but not limited to: gathering data, conducting research and refining project requirements, contributing to the development of project scope, charters, plans, budgets and schedules.
• Develops positive and productive working relationships across the organization.
• Work closely with the Faculty of Science Workday Business Analyst to collect information on current processes, update processes to reflect the new system, identify gaps and opportunities, and create materials (checklists, process flows, etc.).
• Responsible for updating and ensuring the accuracy and completeness of project documentation and shared project workspaces with SharePoint and Confluence. Manages all project-related resources; ensure all materials are current and properly filed and stored.
• Develop and maintain context-specific user documentation and training manuals that align with faculty policies and procedures.

Consequence of Error/Judgement
Errors in judgment, poor analysis, or failure to act decisively could have a detrimental effect and adversely impact the university community, affecting up to thousands of students, faculty and staff. The incumbent exercises considerable judgment and must demonstrate tact and discretion. Due to the high profile of the Workday Student implementation, activities need to be integrated, accurate and timely. The incumbent must be able to keep all parties involved, informed and on track to ensure that expectations are met, while exercising discretion and sensitivity during a time of intense organizational transformation.
Supervision Received
The incumbent reports to the Assistant Dean Students and works autonomously within assigned areas. They liaise with the Science Advising team and other faculty stakeholders, including science departments and the Associate Dean Students.
Supervision Given
In general, provides leadership and education to other staff and stakeholders on demonstrated areas of expertise. May supervise staff or student staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications
A degree in education, and/or training in project management (or equivalent experience) is preferred.
Excellent organizational, planning, and prioritization skills. Able to multi-task and deliver multiple assignments in a fast-paced and changing environment.
Experience with change management communication.
Experience with web technologies and digital content management platforms such as Sharepoint, Drupal, Confluence etc.
Demonstrated willingness, ability, and enthusiasm to learn new processes, methodologies or technologies.
Ability to design training curricula tailored to audience and specific needs.
Ability to effectively facilitate groups to achieve appropriate outcome.
Experience working in complex environments, or comparable University or corporate experience.
Ability to maintain accuracy and attention to detail.
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
Ability to make decisions and recommendations involving highly complex issues.
Ability to make thoughtful, informed, and thorough decisions.
Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
Experience in a higher education environment is an asset.