Isc Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

NOTE: 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 Summary

The ISC Coordinator contributes to the achievement of the mission and strategic plan of the Integrated Service Centre, by providing project management and administrative support to the ISC Senior Director and senior leadership team. This includes managing department operations and process improvement projects, facilitating leadership and stakeholder meetings., and leading ICS wide events and changes. This position also liaises with the wider University community and fosters effective working relationships with senior leadership across the University. This position ensures in depth understanding and compliances with UBC policies and procedures, administration of operations, human resources and some budgetary and financial administration.

Organizational Status

Reports to the Senior Director, Integrated Service Centre. This position will also support other ISC Senior Managers and Managers as needed.

Work Performed

• Leads administration for multiple projects within the ISC 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

• Proactively identifies interdependencies and flags potential constraints or issues.

• Responsible for updating and ensuring the accuracy and completeness of project documentation and shared project workspaces including SharePoint and other project related documentation.

• Manages all project-related resources; ensure all materials are current and properly filed and stored.

• Monitor and report on project progress and handle any issues that arise. Identify risks and develop mitigation strategies.

• Identifies goals, opportunities and deliverables for prospective projects in collaboration with the ISC leadership team and relevant stakeholders.

• Produces reports, including regular and governance reporting on workstream(s) and project progress, including identifying risks.

• Responsible for the overall management including administrative and PMO matters for the ISC Senior Director.

• Analyzes work processes and identifies areas for improvement in work flow and process efficiencies throughout the ISC department. Leads effort to address continuous improvement.

• Lead content creation for Steering Committees, and Working Group Committee meetings.

• Create and manage ServiceNow operational dashboards for the ISC overall and individual teams.

• Develops, implements and maintains project management, communication, training and change management processes and systems to support the ISC wide changes. Leads special projects, including development, coordination, delivery, and implementation, as assigned by the ISC Senior Director and leadership.

• Leads ISC wide special events and stand-ups, training sessions, leadership strategic planning meetings and workshops.

• Works closely with the other coordinators and administrators of the VPFO portfolio on diverse projects as required.

• Working closely with the Financial Operations Administration Manager to implement in-house administration policies and methodologies for the ISC ensuring they are adopted in compliance with approved UBC policies and procedures, and providing suggestions for workflow process improvements for same.

• Responsible for maintaining access to Workday Success Plan (WSP) and providing help/ troubleshoot any access issues related to WSP.

• 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

The position requires judgment, tact, discretion and initiative to a high level. The incumbent in this role must exercise a high degree of maturity, autonomy, and independence, while working within broad guidelines. A very high standard of professional communication is required, as is the ability to maintain confidentiality. All work must be completed at a high level of accuracy. Errors in judgement with internal or external constituents could have a negative impact on the ISC and may result in project delays and missed milestones. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure.

Supervision Received

The role reports to the Senior Director of the Integrated Service Centre.

Supervision Given

No formal supervision given but may supervise team coordinators and temporary staff from time to time.

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

Undergraduate degree in a relevant discipline.

The ideal candidate for this position is a self-starter, detail-oriented, and able to work effectively in a fast-paced and dynamic environment. Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience.

Minimum of two years' experience or the equivalent combination of education and experience.

Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. 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 politely screen calls, direct as appropriate, and take accurate messages.

Ability to effectively use MS Office at an intermediate level.

Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. 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.

Ability to exercise sound judgment. Ability to deal with people in a courteous, calm manner. Ability to identify and respond to contentious or politically sensitive issues with discretion. Ability to exercise tact and discretion.

Ability to work effectively independently and in a team environment. Ability to explain, assign, and monitor work of consultants.

Ability to analyze problems, identify key information and issues, and effectively resolve.

Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).