Job Description
Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level CJob TitleWorkday Student Project ManagerDepartmentStudent Services Support | Faculty of Pharmaceutical SciencesCompensation Range$6,677.33 - $10,433.50 CAD MonthlyThe 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 DateJuly 28, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateAug 14, 2024At 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 SummaryUBC is embarking on a multi-year project to transform its academic and administrative support processes and systems environments for the entire UBC community with “Workday Student” projected to be implemented in phases during 2023/2024. The vision for the Workday Student Program https://irp.ubc.ca/resources/student is to transform the way UBC supports learning and research and how UBC can work to create a cohesive and integrated experience for students, staff, and faculty.The Workday Student Project Manager is responsible for managing and overseeing projects for the development and implementation of all aspects of Workday Student within the Faculty of Pharmaceutical Sciences and Faculty of Dentistry. This will involve significant change management as this role will be working with two different faculties, and within each very diverse academic and administrative/support units, each with unique identities, values, and sizes with long-standing practices based on pedagogical objectives and education mission. Significant prep work will be required to bring the Faculty into alignment for the transition to Workday.This role will manage the project lifecycle, including developing project plans, assembling and coordinating project teams, assigning and identifying appropriate resources, and identifying dependencies integrating with other work-stream plans. The Workday Student Project Manager is responsible for clearly defining project timelines and ensuring milestones, deadlines and deliverables are met. This role works in collaboration with the leadership team in the Faculty of Pharmaceutical Sciences and Faculty of Dentistry, acting as a ‘hub’ for information sharing and ensuring all parties have the information they need to make decisions for their respective deliverables. The Workday Student Project Manager maintains a “birds-eye” view of the project, considering all downstream impacts of decisions, developing mitigation strategies, and ensuring all appropriate stakeholders are informed.
Organizational Status
The Workday Student Project Manager reports directly to the Assistant Director, Office of Student Services (PharmSci) and Executive Director, Finance, Administration & Resources (Dentistry). This role requires regular cross-functional collaboration within and across the two faculties. This position works closely with multiple units within the Faculties to identify areas for synergies and to ensure the successful delivery of the project. The position will also support the liaison with UBC central offices and committees responsible for Workday Student.
Work Performed
- Designs and manages multiple concurrent projects of considerable size, diversity, complexity, and risk, all of which are vital to the successful implementation of Workday Students within the Faculty of Pharmaceutical Sciences and the Faculty of Dentistry. Works closely with Department Heads and Directors as well as other faculty and staff in each of the academic and administrative support units.
- Manages and leads project activities, follows up on action items and deliverables to ensure completion and keeps the project on track and focused on achieving the intended outcome.
- Identifies and manages challenges, develops and implements strategies to mitigate issues, and develops contingency plans to ensure the timely completion of project deliverables. Takes a central role in articulating impacts, exploring the “what-if” scenarios for various project components, and following through with an action plan.
- Provides advice on business process and functional assessment, design and development.
- Collaborates with IRP streams, diverse academic disciplines and administrative units to ensure seamless integration of each of the Faculty of Pharmaceutical Sciences and the Faculty of Dentistry’s unique needs and requirements into the overall IRP Project plans.
- Provides consultation and advice to academic and administrative units on strategizing, planning, and informing the execution of academic/business transformation.
- Demonstrates a deep understanding of project impacts and interdependencies to ensure the project plans are on track and communicates / follows-up appropriately with team members.
- Motivates project teams comprised of diverse stakeholders from within the Faculty. Ensures deliverables, milestones and timelines are clearly articulated and achievable.
- Acts as a central member within the team of transition lead in the Faculty for the implementation of IRP.
- Develops internal communication tools and business processes for use between team members to keep them informed of project status, scope changes, and milestone achievements. Collaborate with the relevant units for communications and marketing to ensure all internal and external stakeholders are well informed of the transition to Workday Student.
- Prepares training materials and presentations and delivers training, workshops, and advice to faculty and staff related to the implementation and adaption of IRP students. Act as one of the key contacts on questions or discussions related to Workday Student.
- Understands change management implications of projects, designs change management strategies and tactics, integrates change management into project management plans, and leads the implementation of change management in projects.
- Leads change management for the Faculty, working closely and attending regular meetings with the designated IRP Community Engagement Partner and Change Management Specialist for the Faculty.
- Oversees the Faculty’s work plan for the transition to Workday Student. Plans and leads project meetings, with a focus on advancing the project goal, tracking decisions, and capturing action items for follow-up.
- Researches and writes project documentation, including briefing notes, plans, schedules, reports, status updates, and using a variety of formats. Creates briefing notes for senior team members in preparation for university-wide Workday Student committees and meetings.
- Fosters relationships with key groups, individuals and stakeholders within the Faculty and more broadly across the University.
- Effective liaises and develops supportive and collegiate partnerships with a broad range of stakeholders.
- Works with internal units to prepare business process mapping documentation for the Faculty to ensure knowledge transfer and business process continuity.
- Performs other duties as required.
Consequence of Error/Judgement
This project will touch the entire Faculty of Pharmaceutical Sciences and Faculty of Dentistry and thus has a high consequence of error with a negative impact on the whole organization. The position is in a key leadership role for ensuring that the IRP Program management practices are adopted within the Program workstreams. The inability to establish effective Program management practices could have an extremely negative impact on Program completion and adoption. Failure to effectively perform in this role would negatively impact the Faculty’s ability to achieve its strategic goals in this area and to implement the new system for students in a timely manner.
Supervision Received
Works independently with minimal supervision and broadly under the direction of the Assistant Director, Student Services (PharmSci) and Executive Director, Finance, Administration & Resources (Dentistry). Work is reviewed in terms of the achievement of overall and long-term project objectives.
Supervision Given
Will provide project direction to various team members, in addition to academic departments and other administrative units around campus, as necessary.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five 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- Proven track record of initiating and completing successful projects.
- Leadership and management skills with the ability to work within a team environment to guide, lead, collaborate and mentor staff.
- Ability to maintain accuracy and attention to detail and effectively manage multiple tasks and priorities.
- Experience in project management or similar complex organizational change or relevant certification.
- Project and/or technology management experience demonstrating progressive responsibility, preferably in a University or other public or private sector environment or the equivalent combination of education and experience.
- Experience in change management, budget development, and risk management. Good knowledge of application development methodologies.
- Excellent verbal and written communication skills. Strong presentation skills.
- Strong interpersonal skills with the ability to resolve conflicts at all levels.
- Strong Project Management skill set and proven ability to be agile in a constantly changing environment and ability to provide project management guidance across work streams.
- Excellent time management and organizational skills. Ability to work independently in a self-directed way and take initiative in relation to carrying out assigned tasks.
- Demonstrated initiative and creative problem-solving skills; demonstrated strategic and system thinking skills, with the ability to see the big picture while also drilling down into high volumes of details.
- Proficiency in anticipating problems and issues, planning ahead, and analyzing problems, identifying key information leading to effective resolutions. Ability to work independently and under pressure and to meet deadlines.
- Prior internal communications and stakeholder engagement experience.
- Familiarity with the higher education student lifecycle (i.e., admissions, degree completion, curriculum, academic advising) is an asset.
- Familiarity with UBC, especially the Faculty of Pharmaceutical Sciences and the Faculty of Dentistry, is an asset.
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