AV Project Coordinator

University of British Columbia•Vancouver, BC

8d•CA$6,439 - CA$9,256

About The Position

The AV Project Coordinator provides assistance with project management activities including gathering information from users and a variety of other sources and contributing to the entire project lifecycle. The incumbent will work with and provide support to the project team, tracking progress, managing communications, conducting analyses, and other associated project tasks. This position sits within the Faculty of Medicine Digital Solutions department, in the Collaboration team that provides synchronous (real time) and asynchronous technology solutions to enable the Faculty of Medicine to meet its mandate, particularly the provincially distributed medical education program. The Faculty of Medicine is provincial in its education and service mandates and is national and international in stature in its research programs. Educational programs are delivered across distributed academic and clinical sites throughout British Columbia, requiring reliable and standardized technology solutions to support teaching, learning, collaboration, and program delivery. The AV Project Coordinator works closely with other Digital Solutions units in coordinating and supporting the delivery of AV projects. The role liaises with external business units, consultants, and partners that assist in delivering AV services and projects across the province of British Columbia. This position reports to the Team Lead, AV Projects.

Requirements

Undergraduate degree in a relevant discipline.
Minimum of two 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

Nice To Haves

Undergraduate degree in a relevant discipline; Business, Computer Science or Management Information Systems is preferred.
Experience working with AV system technology in an academic environment is required as is experience with Crestron, Extron, CISCO, Biamp, SMART and other related products.
Experience with project coordination and management is preferred.
Professional certification in PMI, CTS, and CTS-D is an asset.
Demonstrated ongoing career development through active and self-motivated professional development in the field of business analysis and related disciplines.
Proficiency with all MS Office Business Productivity Tools.
Excellent interpersonal and team skills.
Self-directed and willing to take initiative in relation to carrying out assigned tasks.
Ability to work independently, under pressure and meet deadlines.
Excellent time management, organizational and coordination skills.
Collaboration - 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.
Communication for Results - Converses with, and writes to, peers in ways that support transactional and administrative activities. Seeks and shares information and opinions. Explains the immediate context of the situation, asks questions with follow-ups, and solicits advice prior to taking action.
Problem Solving - 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.
Accountability - Checks assumptions about mutual expectations and clarifies standards of overall performance. 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.
Analytical Thinking - Collates and reports information. Identifies trends and exceptions. Investigates to define problems more accurately. Sorts information in order of importance. Identifies relationships and linkages between components. Identifies variable potential causes and effects. Solicits guidance to define criteria and assign values of importance and urgency. Escalates issues of an exceptional nature.
Business Enterprise Knowledge - 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.

Responsibilities

Coordinates project activities supporting distributed education sites and partner locations throughout British Columbia, ensuring project requirements, communications, schedules, and deliverables are managed consistently across multiple locations and client groups.
Gathers information from and prepares documentation for the Team Lead, AV Projects and clients, on the scope, schedule, resources, metrics and project status of AV projects.
Produces project procurement documentation (PR, RFI, RFP, RFQ), design and programming for AV projects and administers and oversees the approval processes.
Coordinates with internal and external clients and vendors on project management activities.
Advises clients on the development of programming for AV systems, implementation of programming and delivery of training in coordination with the AV projects team.
Conducts testing on programming to ensure requirements are being met.
Audit AV projects for compliance with the approved UBC IT Project Management Framework
Facilitates project meetings, project communications and status reporting.
Schedules and coordinates AV system installations and upgrades
Participates in Crestron and Biamp system programming and implementation for AV system integration and upgrades.
Supports system testing, commissioning, reporting, and provides input into design.
Liaise with clients to coordinate and assist with system orientations.
Compiles system documentation and records for archiving and maintenance.
Assists Team Lead, AV Projects to establish work breakdown structure, workload scheduling and project plans and procedures.
Gathers information from users and a variety of other sources, refines project requirements, and develops small modules of larger project plans with support of senior members of the team.
Assists in the preparation of budget estimates and staffing requirements for project plan.
Compiles information for the development of schedules and timelines.
Assists with the allocation of resources to projects according to project plans and resource availability.
Provides orientation and work direction to project team members as assigned by the Team Lead, AV Projects.
Maintains project documentation including logs and schedules and notifies the Team Lead, AV Projects of variances from project plan.
May coordinate some activities as directed by the Team Lead, AV Projects.
Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.
Performs other related duties as required.