IT Services, Business Transformation Coordinator (Projects)

Position Information

Position Number: S00427

Position Title: IT Services, Business Transformation Coordinator (Projects)

Division/Portfolio: IT Services

Department/Program: IT Business Transformation

Location: Kelowna

Other Flexible Work Options: Eligible for Hybrid Work

Your Opportunity

Reporting to the Manager, Business Transformation, the Business Transformation Coordinator (Projects) holds a pivotal role in steering IT and cross-functional projects toward success within assigned business areas. This position actively contributes to the entire project lifecycle, from development and planning to execution and closure, employing state-of-the-art project management methodologies. With a keen eye for best practices, the Business Transformation Coordinator (Projects) collaborates with internal teams, external contractors, and vendors to optimize resource utilization. Leading and coordinating project team efforts, this role ensures seamless collaboration and synergy. By implementing robust tracking mechanisms, monitoring project progress against established timelines, and promptly addressing variances, the Business Transformation Coordinator (Projects) minimizes risks and aligns projects with budgetary constraints and milestones. Clear and transparent communication with stakeholders is a priority, fostering engagement and proactive problem-solving. The Business Transformation Coordinator (Projects) embraces a dynamic environment, applying adaptability and continuous improvement strategies to enhance project delivery outcomes. If you are passionate about driving innovation and excellence in project management, this role offers a unique opportunity to make a significant impact.

In addition to the general duties of the Business Transformation Coordinator (Projects), this position has additional responsibilities in understanding, articulating, and validating the business needs of stakeholders within assigned business areas.

Functions and Duties

Project Coordination

• Collaborate in crafting comprehensive project plans, overseeing the entire project lifecycle, and utilizing cutting-edge project management methodologies, tools, and standards for effective status reporting.
• Strategically align project activities to optimize deliverables, ensuring alignment with deadlines, budget constraints, and resource needs.
• Innovate and recommend project success criteria, conducting thorough project postmortems to drive continuous improvement initiatives.
• Spearhead stakeholder management processes, devising and implementing dynamic communication plans, and presenting updates to stakeholders, management, and executives as necessary.
• Efficiently coordinate tasks, deliverables, and priorities among project participants, meticulously tracking established deadlines, milestones, and recommending revisions when necessary.
• Administer changes in project scope, diligently identifying risks and proposing comprehensive contingency plans, while driving follow-up actions as needed.
• Monitor and report progress toward key goals, ensuring adherence to quality standards and deadlines, promptly addressing conflicts with the appropriate project stakeholders.
• Cultivate positive and productive relationships with internal and external stakeholders, including management, executives, and project team members.
• Conduct in-depth feasibility studies, identifying opportunities for service improvement and providing valuable insights for strategic decision-making.
• Actively contribute to the development of IT strategies in collaboration with other members of the IT Management team, staying at the forefront of industry trends and emerging technologies.
• Demonstrate a commitment to continuous learning by maintaining up-to-date knowledge of a wide range of technologies relevant to the IT landscape.
• Perform additional duties as assigned, embracing a flexible and proactive approach to contribute to the overall success of the IT projects and the organization.

Business Analysis

• Employ various methods, including interviews, workshops, questionnaires, surveys, site visits, and scenarios, to gather comprehensive user requirements.
• Determine and establish the scope and parameters for requirements analysis, defining project impact, outcome criteria, and metrics on a project-by-project basis.
• Prioritize collected requirements in collaboration with stakeholders and the project team.
• Conduct research on software products to align with agreed-upon requirements, supporting purchasing efforts.
• Contribute to the selection of requirements documentation software solutions for organizational use.
• Analyze and verify requirements for completeness, consistency, feasibility, and conformity to standards.
• Utilize standard templates to accurately and concisely write requirement specifications.
• Translate conceptual user requirements into clear functional specifications for developers and the project team.
• Assist in interpreting user requirements into feasible options, communicating solutions back to business stakeholders.
• Manage and track requirements throughout the project lifecycle, enforcing and redefining as necessary.
• Communicate changes, enhancements, and modifications of business requirements to project managers, sponsors, and stakeholders.

General Business Area Support

• Serve as the primary point of contact for business areas, offering strategic advice, facilitating problem resolution, and providing expertise in project coordination, business analysis, technology solution identification, and change management.
• Collaborate closely with departments to comprehensively understand and analyze specific technology needs.
• Provide expert guidance on technology solutions aimed at enhancing the efficiency and effectiveness of operations.
• Partner with departments to assess short- and long-term technology business needs, offering strategic support to meet operational and strategic requirements.
• Continuously monitor, assess, and evaluate the performance of IT services and systems, identifying areas for improvement to meet evolving business area requirements.
• Collaborate closely with other Business Transformation Coordinators to ensure consistent service delivery and approaches to all client groups within the organization.
• Build and maintain robust relationships with business areas, acting as a trusted advisor on technology needs and related matters.

Education and Experience

Four-year degree in Business Administration or technical training in a related discipline or equivalent. PMP designation an asset. A minimum of four years of related project management experience including experience with project management tools and techniques. Familiarity working in a technical environment and a general understanding of IT subject matter. Experience working in an academic environment would be an asset.

Skills and Abilities

• Proven project management skills with multiple project/program management methodologies and tools across a range of projects.
• Ability to produce clear, concise, unambiguous, and easy to read documentation including project charters, plans, requirements, proposals, workflow, functional design, status reports, presentations and stakeholder communications.
• Strong business analysis skills, including requirements gathering, process modeling, and solution design.
• Familiarity with project management methodologies (e.g., Agile, Scrum) and business analysis frameworks (e.g., BABOK).
• Excellent communication, presentation, and negotiation skills to engage with stakeholders at all levels of the institution.
• Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations.
• Work both independently and as a strong team player with an aptitude for working in a collaborative environment and lead cross-functional teams.
• Ability to present ideas and concepts of a technical nature to a non-technical audience.
• Strong customer service orientation, quality focused mindset.
• Knowledge of the post-secondary education landscape is a plus, with an understanding of the unique challenges and opportunities in the academic environment.
• Familiarity with relevant technologies used in educational institutions, such as Learning Management Systems, Student Information Systems, and Campus Management Solutions.

Preferred Qualifications

Desired Start Date

12/02/2024

Position End Date (if temporary)

Schedule

9:00-12:30 Monday – Friday (17.5 hours/ week. Exact schedule is negotiable)

Annual Salary/Hourly Rate

$35.07 - $40.07

Appointment Type

Support - Regular Part-time

Special Instructions to Applicants

Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.

Employee Group

Support