Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Licensing Lead, the Licensing Coordinator ensures that contracts for the provision of services within IMITS are implemented, maintained and renewed as required. The Licensing Coordinator provides advice to assist with effective decision-making and supports Directors, Managers, and Tech Orders in identifying licensing requirements and needs. Under the direction of the Licensing Lead, the Licensing Coordinator performs regular internal compliance audits and investigates breach of policies as it relates to software licensing usage, by identifying accounts/user groups with unauthorized software usage for management in order to mitigate risks across VCH, PHSA, PHC (VPP) and Lower Mainland Consolidation (LMC). Responsible for ensuring PHSA policies and procedures are applied consistently and accurately to the acquisition of software and services required to support application packaging, software deployment, ongoing application licensing compliance, delivery goals and program objectives within IMITS.

The Licensing Coordinator operates in a complex and dynamic environment with both internal and external stakeholders across private, public and government groups like Shared Services Organization, other Regional Health Authorities, and vendors.

Duties/Accountabilities:

• Monitors SW Licensing queue in the internal ticketing system, triages and addresses licensing-related requests and incidents, working with Directors, Managers and Users to identify licensing requirements and needs, validating existing licenses and confirming compliance, ensuring procurement guidelines and standard processes have been adhered to, and ensuring licensing requests and incidents are resolved in a timely manner.

• Supports team during software packaging and testing activities. Investigates licensing requirements for software going through packaging cycles, reviews End User License Agreements and related documentation, validates existing licensing where applicable, or otherwise works with the user and vendor and/or supply chain to set up appropriate licensing agreements in place, troubleshoots license activation issues, updates technical documentation and licensing section of the application readiness database.

• Provides instructions to Software Asset Management partner, internal procurement teams and/or users on obtaining proper licensing as per identified requirements and coordinates acquisition where necessary.

• Under the direction of the Licensing Lead, performs regular internal compliance audits and investigates breach of policies related to licensing compliance, technology hygiene, technology security or privacy, by monitoring and identifying accounts/user groups with unauthorized software usage. Reports audit findings to management. Advise on improvements and/or make recommendations related to compliance with policy and procedures.

• Monitors licensing expiry and initiates renewal on Enterprise and Site Master Agreements where appropriate, liaises with Directors and Managers on upcoming licensing expiry and renewals, and arranges sign-off and approval.

• Produces a variety of documents including correspondence, deployment and purchasing reports, memos, minutes, and meeting agendas from handwritten copy using various word processing, spreadsheet and presentation software packages, including creation of files, tables, presentations and spreadsheets. Distributes documentation such as correspondence and reports. Ensuring reliable and accurate recording keeping.

• Participates in a variety of projects with responsibilities including researching information, tracking statistical data, compiling and analyzing data involving new projects, and the interpretation and application of policies and procedures related to software deployment and activation, and licensing compliance activities.

Qualifications:

A level of education, training and experience equivalent to a Diploma in Business Management or a related discipline, and three (3) years recent related experience working in a technology, legal, and finance environment in a large, complex, multi-site organization.

In addition,

• Solid general knowledge of software licensing. Hands-on experience with applications licensing, risk and regulatory or technology audit is a strong asset.
• Strong communication skills, both oral and written.
• Technology-savvy with demonstrated understanding of various software and systems types, setups, delivery and licensing models.
• High attention to detail.
• Strong grasp of contractual processes and contract development. Experience with procurement processes and working with vendors to negotiate contractual terms.
• Ability to read and understand legal documents such as end user license agreements.
• Demonstrated ability to establish and follow complex processes, guidelines and policies.
• Demonstrated analytical and problem-solving skills.
• Demonstrated ability to exercise good judgment and make sound decisions.
• Hands-on experience with issue tracking and/or request software applications.
• Advanced level Microsoft Excel (re: pivot tables, formulas, and macros).
• Ability to work independently, but know when to and be comfortable with asking for help and initiate an escalation.
• Demonstrated ability to efficiently handle routine tasks on daily basis, exercising patience and persistence in addressing user requests and resolving incidents.