Coordinator, Change and Communications

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level A Job Title Coordinator, Change and Communications Department Change and Communications | Integrated Service Centre | Finance and Operational Excellence | VP Finance and Operations Compensation Range $5,791.00 - $8,323.42 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 December 4, 2024 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University. 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 UBC embarked on a multi-year journey to transform its Finance and Human Resources system environments in support of UBC's new Strategic Plan (www.strategicplan.ubc.ca) and implemented Workday in November 2020. The Integrated Service Centre (ISC) maintains, continuously improves, and enhances Workday, and provides Workday support services to staff and faculty. The Coordinator role provides administrative support to and works closely with the ISC Change and Communications team to complete tasks and deliverables. The role also supports the Senior Manager on ISC operational projects and initiatives as required. Organizational Status The Coordinator reports to the ISC Change Management and Communications Senior Manager. This role will also support the ISC Project Manager as needed. Work Performed Manages and leads administration for multiple projects within the Change Management and Communication team. Project management duties include, but not limited to: gathering data, conducting research and refining project requirements, developing project scope, charters, plans, budgets and schedules. 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. Responsible for updating and ensuring the accuracy and completeness of project documentation and shared project workspaces including SharePoint and other project related documentation. Develops, implements and maintains project management, communication, training and change management processes and systems to support the ISC onboarding standardization project. Proactively identifies interdependencies and flags potential constraints or issues. This role will work closely with the Senior Manager and Project Coordinator to collect information on current processes, identify gaps and opportunities, and create materials (checklists, process flows, etc.) that ISC Managers can leverage to onboard staff efficiently. Develops communication materials, coordinates dissemination of information and training workshops/webinars, promotional materials andchecklists as necessary to roll out changes made to ServiceNow platform (Customer Relationship Management tool) and operations. Build materials and add Workday training (for UBC Community) and ServiceNow training (for ISC) content to Canvas (Learning Management System). Responsible for maintaining access to Workday Success Plan (WSP) and providing help/ troubleshoot any access issues related to WSP. Manage, plan and coordinate ISC wide events, training sessions/workshops, strategic planning meetings and workshops on behalf of the Sr Manager, Change & Communications and ISC Sr. Director and support events run by the VP Finance units as required. Creates Knowledge and Training deliverables including content on ServiceNow and Canvas to support ISC team. Manages the SharePoint clean-up with consultation from the Senior Manager and Project Coordinator. 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. Lead and coordinate activities and key projects as directed by ISC Leadership. Performs other duties as required. Develops positive and productive working relationships across the organization. Consequence of Error/Judgement Work requires independent judgement and initiative. Makes focused decisions regarding the administrative aspects of various project and task assignments, through the application of basic information processing principles, theories and concepts. Judgment lapses may result in project delays and missed milestones. Supervision Received The Coordinator reports to the ISC Change Management and Communications Senior Manager. Works independently under general managerial direction in assigned areas of responsibility. Work is reviewed in terms of effectiveness (completion and accuracy) within established policies and guidelines. Supervision Given None Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of two 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: A degree in Business or Management Information System is preferred. Proficiency with all MS Office Business Productivity Tools 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. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.