Workday Student Support Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

UBC has embarked on a multi-year journey to transform its academic and administrative support processes and system environments for the entire UBC community. On September 1, 2024, UBC fully transitioned from its Classic Student Information System (SIS) to a renewed student information system - Workday Student.

The Integrated Renewal Program—Student (IRP Student) is ending on November 30, 2024, however, the journey with Workday Student is only beginning for the UBC Community. In December 2024, the Student Completion Project will commence as UBC continues to integrate into the new student information system.

The position works on project management activities for the Faculty of Medicine education programs as it relates to Workday Student - Student Completion Project.

The position will be based at the UBC Vancouver Campus at the Djavad Mowafaghian Centre for Brain Health (DMCBH). The position is eligible for hybrid work structure within operational needs.

Organizational Status
The Workday Student Support Coordinator, Office of Vice Dean, Education (VDE) will report to the Senior Manager, Office of the VDE and works closely withthe Administrative Director, Office of the VDE. Interacts frequently with members of the Education portfolio (specifically the FoM local transition leads and senior administrators), the Office of the Dean, UBC Faculty of Medicine, and the Faculty of Medicine at large, UBC Central, and external agencies.

Work Performed

• Manages the project administration for the Faculty of Medicine education programs as it relates to Workday Student - Student Completion Project.
• Supports the Faculty of Medicine education programs with the continuous quality improvement of Workday Student by having a clear understanding of how the Student Completion Project impacts business deliverables and supporting with change management.
• Responsible for reporting either for individual projects or in aggregate, on the scope, schedule, resources, metrics and financial status of Student Completion initiatives for the Faculty of Medicine.
• Manages ad-hoc Workday Student meetings. Designated 'chair'/lead for the meetings.
• Resolves complex inquiries from Local Transition Leads, senior administrators, and UBC Faculty of Medicine wider audience and provides information of a complex nature. Further escalates complex or nuanced inquiries to Senior Manager.
• Oversees project documentation to ensure decisions, milestones, logs, and schedules are completed, on time, and communicated appropriately. Variances and project risks are communicated in a timely manner to the Senior Manager.
• Gathers information from users and a variety of other sources, refines project requirements in alignment to project timelines for small modules of larger project plans. May consult or discuss with Senior Manager about complex project inter-dependencies and issues.
• Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.
• Engages stakeholders from across units and functions in collaborative project work in a way that values their input and is informed by change management principles and best practices.
• Conducts research and statistical data, and develops complex reports and communications to support the work of continuous quality improvement for the Student Completion Project.
• Responsible for managing the disposal of all records related to Student Completion Project from their creation
• Develops positive and productive working relationships across the organization (internal and external to the Faculty of Medicine).
• Provides coverage for staff members within the Office of the Vice Dean, Education as needed.
• This role will perform other related duties as required.

Consequence of Error/Judgement

Workday Student has transformed the way we interact and work on all aspects of the full scope of the Student systems by intergrating the faculty, staff and studentsinto one cohesive system platform. The Student Completion project, similarly to the Integrated Renewal Program Student (IRP) will continue to touch the whole campus and thus has a high consequence of error with a negative impact to the whole organization.

The Workday Student Support Coordinator, Faculty of Medicine plays a significant role in supporting the continued integration of Workday Student processes for Faculty of Medicine education programs as the project enters the Student Completion. Work requires judgment and initiative. Errors could have a significant impact on the business operations of the FoM, subsequent effects on UBC's strategic goals and visions.

Supervision Received

Reports directly to the Senior Manager, Office of the VDE. Works independently under broad directions and minimum guidelines. Work is reviewed in terms of achievement of specific objectives.

Supervision Given
May supervise temporary staff or students.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

• Experience working on the Integrated Renewal Program Student (IRP), including knowledge of how the IRP will transition to the Student Completion Project and the understanding of the key focus areas the Student Completion Project will engage in.
• Experience working in the Faculty of Medicine with understanding of the faculty's complexities and nuances, including knowledge of the Faculty of Medicine and University policies, procedures, education program governance and administrative systems.
• High proficiency in current versions of MS Office Business Productivity Tools and the ability and desire to learn new operating models and build on an existing organizational proficiency with various project methodologies.
• Self-directed and willing to take initiative in relation to carrying out assigned tasks.
• Takes initiative to actively participate in team interactions. Without waiting to be asked, constructively expresses own point of view or concerns, even when it may be unpopular. Ensures that the limited time available for collaboration adds significant customer value and business results.
• Ability to effectively problem solve. Asks questions and looks for data that helps to identify and differentiate the symptoms and root causes of every day, defined problems. Suggests remedies that meet the needs of the situation and those directly affected. Resolves problems and escalates issues appropriately.
• Checks the scope of responsibilities of self and others. Monitors day-to-day performance and takes corrective action when needed to ensure desired performance is achieved.
• Inquires about the relationship of technology to the business as it pertains to assigned area of responsibility and related projects. Seeks out relevant information from available sources including supervisors, peers, clients, intranet/Internet, and documentation.
• Oversees reports collated. Identifies trends and exceptions. Investigates to define problems more accurately. Identifies relationships and linkages between components. Identifies variable potential causes and effects. Solicits guidance to define criteria and assign values of importance and urgency.
• Demonstrates a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of units and individuals.
• Strong communication skills, both orally and in writing, with proven ability to communicate professionally and tactfully.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Self-starter and team player. Ability to work effectively both independently and collaboratively within a team environment under pressure to meet deadlines.
• Excellent time management, organizational and coordination skills. Strong attention to detail.
• Ability to exercise judgment, tact, discretion and diplomacy.