Project Coordinator, CTL

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

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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 Project Coordinator provides administrative, logistical, and communication support for projects within the Centre for Teaching and Learning (CTL). The role is responsible for preparing and maintaining project documentation, tracking progress against established schedules, coordinating team communications, and supporting project meetings and deliverables. Working closely with CTL staff, the Project Coordinator ensures project activities are well-organized, documented, and aligned with timelines, contributing to the smooth delivery of CTL initiatives.
Organizational Status
UBC Okanagan's Centre for Teaching and Learning (CTL) promotes and supports teaching and learning excellence. CTL provides campus wide support for all models of inclusive and evidence-based teaching and learning; including online learning. In addition, CTL provides design, development and evaluation support for UBC courses, programs and other learning experiences.

The position reports to the Manager, CTL, and works collaboratively with CTL staff, faculty partners, and other campus stakeholders as needed.
Work Performed
-Coordinates the collection, organization, and archiving of project-related documentation to support accurate records and future reference needs.

-Manages project-specific communications, ensuring relevant updates, reminders, and information are shared with appropriate team members in a timely manner.

-Plans, schedules, and supports project meetings, including preparing agendas, tracking decisions, documenting action items, and following up with participants to ensure completion.

-Assists in compiling information to support the development and maintenance of project timelines, schedules, and workflow tracking tools.

-Works with CTL team members to draft, review, and format project documents, reports, and resources to support project planning and delivery.

-Helps monitor project progress and identifies potential issues or delays, flagging them to the Manager or project leads as appropriate.

-Provides general logistical and administrative support for CTL projects, including coordinating materials, arranging meeting logistics, and maintaining shared project files.

-Performs other related duties as required to support CTL operations and project success.
Consequence of Error/Judgement
Inaccurate documentation, missed communications, or delays in tracking project tasks may hinder project progress, compromise the quality of deliverables, and negatively impact CTL operations. Errors may result in inefficiencies, repeated work, and challenges meeting timelines or stakeholder expectations.
Supervision Received
Works under the direction of the CTL Academic Director and receives operational guidance from the Manager, CTL. Work is reviewed for accuracy, completeness, and adherence to established procedures and timelines.
Supervision Given
None.
Minimum Qualifications

-Completion of two (2) years post secondary. Over two (2) 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

-Demonstrated a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
- 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

-Experience working and reporting in a post-secondary institution

-Experience preparing summary and/or review documents

-Understanding of UBC systems and structures

-Excellent communication skills, both written and oral

-Excellent record-keeping and project- tracking skills

-Be proficient in the use of relevant software, including word processor, spreadsheet, and email

-Demonstrated ability to work effectively under tight deadlines while consistently delivering high-quality results; as well as to proactively take initiative to identify and address challenges

-The position requires some on-site, in-person work but it may be done in a hybrid mode (i.e., combination of in person and remote), at the discretion of the CTL Academic Director.