Manager, Projects & Administration

Staff - Non Union

Job Category: M&P - AAPS Job Profile: AAPS Salaried - Information Systems and Technology, Level C Job Title: Manager, Projects & Administration Department: Service Strategy & Design | Arts Instructional Support and Information Technology Compensation Range: $6,747.50 - $9,701.42 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: September 16, 2024

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

Job Summary:

The Manager, Projects & Administration provides direction and oversight for the Arts Instructional Support & Information Technology (ISIT) project administration team. The incumbent is responsible for managing the entire project lifecycle of medium scale or complex projects in the department of Arts Instructional Support & Information Technology (ISIT) including developing project plans, assembling project teams, assigning individual responsibilities, identifying appropriate resources needed, and developing schedules to ensure timely completion of projects.

Organizational Status:

The Manager, Projects & Administration will be part of a team that works closely with Arts ISIT staff and senior management to manage the administrative aspects of Arts ISIT, including human resources, finance, and facilities, as well as project management related support for projects that support the administrative, teaching, and research needs of approximately thirty departments, schools, and units, supporting over 1,000 faculty, 600 staff, and 16,000 students across the Faculty of Arts.

Reports to the Associate Director, Service Strategy & Design; interacts directly with Heads of departments, faculty, staff, and students; liaises and collaborates with vendors, external commercial consultants, as well as additional UBC service partners.

Work Performed:

Specific Duties:

1. Provides management and direction for the project administration team, including budget and financial management, coordination of staff, recruiting, disciplining, and terminating staff, staff performance evaluations, and career management.
2. Provides coaching and mentoring on the more complex elements of the work, applying an advanced level of technical expertise and judgment to support the achievement of desired work outcomes.
3. Prepares project plans. Monitors scope, schedule, budget and other key aspects to ensure successful project delivery.
4. Allocates resources to projects according to project plans and resource availability.
5. Consults with UBC internal departments and external departments, groups, and contractors with the goal of providing services to small- to-medium-to-large sized projects.
6. Prepares budget estimates and quotations based on project requirements.
7. Reviews and approves projects specifications.
8. According to approved plans, makes necessary contacts, obtains signatures and authorizations for necessary forms, and notifies necessary units within UBC.
9. Creates project logs, documenting the steps and people interactions needed and performed during all the phases of a project. Produces written reports outlining the progress of projects, writes signoff letters and other documents associated with the completion of a project.
10. Completes project status reports on a biweekly basis.
11. Works with project stakeholders to ensure requirements are met.
12. Manages expectations and fosters excellent communication in a collaborative environment.
13. Establishes a sustainable mechanism for the collection of any requirements and data; engages with departments to ensure that outcomes will meet their needs.

Core Duties:

1. Initiates projects following appropriate project management methodology including gathering and defining project requirements, developing project charters, project plans, budgets and schedules, identifying staffing requirements, and forming project teams.
2. Follows project management methods, procedures and quality objectives, and tracks metrics for assessing progress.
3. Provides work direction and leadership to assigned project team, including scheduling, assignment of work, review of project efforts and removal of roadblocks which may inhibit project success.
4. Assesses variances from the project plans, budgets and schedules, develops and implements changes as necessary to ensure that the project remains within specified scope and is within time, cost, and quality objectives, and keeps management aware of the situation.
5. Conducts formal review with business sponsor at project completion to confirm acceptance and satisfaction.
6. Identifies and recommends potential improvements in current methodologies.
7. Develops and maintains a productive working relationship with project sponsors, vendors and key clients.
8. Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.
9. Performs other related duties as required.

Consequence of Error/Judgement:

This position is responsible for the successful delivery of medium scale or complex projects. Errors in judgment may result in the inefficient use of resources, damage to the image and reputation of Arts ISIT and the Faculty of Arts, and impact the unit's ability to meet its operational and strategic objectives.

Supervision Received:

Reports to the Associate Director, Service Strategy & Design, and receives direction from senior managers. Work is reviewed in terms of achievement of specific objectives.

Supervision Given:

Plans, directs, and manages the project administration team. Provides direction and guidance to project teams composed of direct and indirect reports.

Minimum Qualifications:

Undergraduate degree in a relevant discipline. Minimum of three 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 such as Business, Computer Science, Management Information Systems, or other applications of study.
• Project Management Professional (PMP) certification, or other equivalent project management certificates, an asset.
• Experience in project management in an academic environment preferred.
• Ability to work independently and collegially with others and to exercise tact, discretion and judgment.
• Effective communication and organizational skills.
• Ability to prioritize and work on multiple projects and tasks in order to meet deadlines.
• Must be flexible and perform well under pressure.
• Experience working with highly sensitive data and understanding of and commitment to UBC security and privacy policy.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner while adhering to established requirements.
• Enthusiastic about contributing to the learning environment of the University.