Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Projects Coordinator

Department

Planning, Administration and Communications | Centre for Teaching, Learning and Technology

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

July 27, 2025

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

Job End Date

Aug 17, 2026

This is a one-year term position.

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 Learning Technology Innovation Centre (LTIC) is dedicated to enabling an innovative and responsive learning experience for students, and to serving faculty as a trusted ally and a valued accelerant for pedagogical transformation. Our team works closely with faculty members to provide support for learning technology, evolving needs regarding AI in teaching and learning, and innovation and inquiry around the learning experience.

The LTIC Projects Coordinator will be responsible for managing the design, development, execution, and evaluation of projects that advance learning technology innovation across the campus and furthers the university’s strategic priorities around building partnerships for teaching and learning success and embracing technology. In particular, the coordinator will help lead the development and growth of the LTIC Incubator, a hub dedicated to supporting faculty develop their own learning technology tools for use in teaching.

The incumbent will engage with unit leadership, project leads, and other stakeholders to understand and clarify goals and objectives for projects being accepted into the Incubator; participate in the project planning process; manage components of several projects of various size, complexity and risk, and will assume some responsibility for their successful completion. Additional projects include, but are not limited to, learning technology lifecycle management.

Organizational Status

The LTIC unit reports to the Associate Director, Administration and takes direction from the Academic Director; Associate Director, Teaching & Learning Technologies; Senior Manager, Learning Applications, and other project leads. The Strategic Projects Coordinator works independently, and with direction from the Associate Director, Administration, works collaboratively with program leads.

Work Performed

Project Management and Coordination (70%):

• Develops and coordinates multiple concurrent projects of varying complexity and risk that are focused on advancing the unit’s priorities around learning technology.

• Plans projects by defining scope of work and deliverables that will produce the intended outcome, and by estimating time and resource requirements.

• Conducts analysis and facilitates consultation to understand the purpose and the intended outcome and then support the design and development of projects that will advance strategic objectives.

• Considers change management implications of projects and embeds change management principles and best practices in project plans.

• Identifies goals, opportunities and deliverables for prospective projects in collaboration with the project leads and relevant stakeholders

• Manages 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.

• Conducts various project work, as needed. This often requires accelerated learning of new skills and content areas, as well as superior adaptability.

• Engages stakeholders from across the unit and within faculties in collaborative project work in a way that values their input and is informed by change management principles and best practices.

• Develops positive and productive working relationships with a range of stakeholders and manages day-to-day communication, responding to concerns related to projects.

• Gathers information from stakeholders and a variety of other sources, refines and documents project requirements and analyzes business needs.

• Coordinates project transition to operations, close-out, evaluation, and lessons learned activities upon project completion.

• Translates business needs and user stories into technical and/or functional requirements.

• Researches and writes project documentation including charters, plans, scope statements, schedules, budgets, risk management plans, reports, status updates, and briefing notes, using a variety of formats for a variety of audiences.

• Updates and ensures the accuracy and completeness of project documentation and shared project workspaces, SharePoint, and other websites. Manages all project-related resources; ensure all materials are current and properly filed and stored.

• Develops project communication materials and other communication initiatives; coordinates dissemination of information, promotional materials, newsletter and other publications as necessary.

• Develops and implements internal communication tools and business processes for use between team members to keep them informed of project status, scope changes, and milestone achievements.

Procurement Support and Coordination (30%):

• Coordinates with vendors and internal UBC teams (procurement, finance, etc.) around procurement of new software tools including developing Requests for Proposals (RFPs), coordinating responses thereto, and coordinating and leading RFP review committees

• Works closely with the Associate Director, Teaching and Learning Technologies and the Senior Manager, Learning Application to manage the lifecycle of Learning Technologies Licenses (3.5M yearly budget), from development to renewal and sunset.

• Coordinates license renewal schedules and works with vendors to get timely information around renewals.

• Manages internal procurement processes for the LTIC, working with both Procurement and finance to gather required information from vendors and internal teams

• Drafts reports and communications related to Learning Technology projects and approvals for LT governance committees including the:

  • UBC Learning Technology Advisory Committee,
  • UBC Learning Technology Hub Leadership Team,
  • UBC Learning Technology Advisory Committee, and
  • UBC Learning Technology Operations Committee

• Works with the VPA Senior Finance manager on budgetary needs around LT Licenses.

Other duties as required.

Consequence of Error/Judgement
This position works independently with guidance and will need to exercise a high degree of judgment and initiative. This position is responsible for making professional project decisions and recommendations that impact the success of projects that are vital to achieving the Unit’s strategic objectives.

Supervision Received
Reports to the Associate Director, Administration. Works independently with guidance from the Academic Director; Associate Director, Administration, and program and project leads, depending on the project. Performance is evaluated against set goals and expectations.

Supervision Given
The position does not supervise staff.

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 graduate degree is considered an asset.
• Experience in project coordination and/or project management is preferred.
• Previous experience working in an academic or postsecondary institution is an asset.
• Strong communication skills (both spoken and written, in formal and informal contexts) and proficiency with computer applications, particularly the MS Office Suite, are highly desirable.
• Demonstrated ability to be both intuitive and analytical is an asset.
• Well-developed time management and organizational skills are preferred.
• The ability to work independently in a self-directed manner and to take initiative with assigned tasks is an asset.
• Experience in proactively identifying next steps and exploring options, especially when addressing challenges, is considered beneficial.
• Strategic and systems thinking capabilities, along with strong attention to detail and the ability to maintain a broad perspective.
• Openness to receiving and integrating feedback and direction is preferred.
• The ability to manage competing priorities and work effectively under pressure to meet deadlines is an asset.
• Strong project planning and multitasking abilities, with a track record of delivering high-quality work on time, are advantageous.
• Ability to analyze complex problems, understand varying perspectives and motivations, and develop innovative solutions.
• Experience in building and maintaining effective business relationships while demonstrating tact, diplomacy, and discretion is preferred.
• Sound judgment and a commitment to ethical conduct.
• Strong interpersonal and team collaboration skills are an asset.
• A respectful, inclusive, and professional approach to working with individuals from diverse backgrounds is preferred.