Project Analyst

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level B

Job Title
Project Analyst

Department
PMO Leadership Integrated Renewal Program Student

Compensation Range
$5,906.25 – $8,508.42 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
August 18, 2023

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

Job End Date

Nov 30, 2024

Job Summary

UBC is embarking on a multi-year journey to transform our Finance, Human Resources and Student administrative processes and system environments, in support of UBC’s new Strategic Plan (www.strategicplan.ubc.ca ).
The Integrated Renewal Program is a business process transformation and system implementation program that will leverage the industry-leading cloud enterprise solution Workday to replace our current core administrative systems with a new integrated, user friendly, mobile-enabled platform.
For more information on the IRP, please visit www.integrated-renewal.ubc.ca
The Project Analyst role participates in Program-level plan tracking and reporting activities in the Project Management Office (PMO) with a specific focus on identifying, implementing and supporting IRP Student high level plans as well as risks, issues, decisions and change management processes.  This role will also support all activities in relation to the services offered through Program Management Office (PMO).  This role works closely with PMO staff the majority of the time and will also engage with other members of the IRP Student Program on an as needed basis.  The incumbent will work with and provide support to the project team, tracking progress, managing communications, conducting analyses, and other associated project tasks.

Organizational Status
The Project Analyst reports to the Senior Manager, PMO and also works with other management and staff across the IRP Student Program as required for project related tasks.
Work Performed
Specific Duties:
PMO Tools, Metrics and Analysis (Primary)
– Supports the development of, and maintenance of RAID logs and other lists, workflows, data migration and  maintenance and reports, utilizing SharePoint, Smartsheet, JIRA and sometimes Confluence.
– Develop metrics dashboards, advanced filters and reports based on information from Comprehensive Program Plan (CPP) to provide PMO and other IRP workstreams with meaningful operational/performance metrics and status reports.
– Creates various reports on key resources, schedules and RAID metrics while being mindful of IRP workstream dependencies.
– Conducts relevant project analysis based on project metrics to make recommendations and/or sets up action plans based on key findings.
– Creates and tracks key metrics related to PMO to monitor performance and/or progress.
Document controls
-Reviews, develops and distributes documentation, tracks project milestones and approvals, and manages and updates files
-Responsible for general document control process.
Operation
– Provides program schedule updates. Creates and maintains program schedules based on requirements set by Senior Manager, PMO and other Project Managers.
– Provides input and reviews project planning documentation – Coordinates program schedule updates in collaboration with Project Managers and team leads and liase with stakeholders as needed.
– Determines ways to optimize and improve PMO processes, standards and guidelines as required.
– Participates in process development as required.
– Documents and distributes the implementation of processes for required stakeholders.
Communication
– Provides timely written and verbal communication with accurate and up-to-date project information for schedule updates, project related changes.
– Communicates and highlights any deviations or slippage in relation to project timelines and deliverables to Senior Manager, PMO, Project Managers and to applicable stakeholders.
– Creates and tracks escalations in collaboration with the Senior Manager, PMO.
Other duties
– Maybe required to participate in ancillary duties or related duties to meet the ongoing and evolving needs of the IRP team.
Core Duties:
– 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.
– Maintains project documentation including logs and schedules and notifies Project Managers of variances from project plan.
– May coordinate some activities as directed by leaders of the Project Management Team.
– Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools.
– Performs other related duties as required.
Consequence of Error/Judgement
The Integrated Renewal Program will transform the way we interact and work on all aspects of the full scope of the Student, Financial and HR systems with the goal of making it easy and efficient for the faculty, staff and students, and creating a cohesive, integrated experience for all users. This project will touch the whole campus (over 10,000 faculty and staff and over 60,000 students) and thus has a high consequence of error with a negative impact to the whole organization.
The Project Analyst plays a significant role in developing relevant project metrics and analyses for the PMO to anticipate project roadblocks and recommend feasible solutions. Work requires judgment and initiative. Errors could have a significant impact on the success of project delivery, subsequent effects on UBC’s strategic goals and visions.
Supervision Received
Works with within general policies and an administrative framework. Work is reviewed in terms of achievement of specific objectives. Performance is reviewed by the Director, PMO and the position will receive guidance from IRP Project Manager(s) and feedback from project and program team members and stakeholders.
Supervision Given
Manages and coordinates the completion of assigned work in collaboration with project team members and other staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications

A degree in Business, Computer Science or Management Information Systems is preferred.

Education and/or experience in project coordination and management is required.

Prior experience working in a complex and multi-year IT project is preferred. Working knowledge of resource allocation and impacts. Highly analytical and has a keen eye for accuracy and consistency in details (i.e. dates, timelines, resource allocation across project documents within the IRP.)
Understanding of key project dependencies and subsequent impacts of changes for resource, time and scope.
Concise and proactive communication, ability to ask relevant questions to key stakeholders.
Ability to self-manage, problem solve and be resourceful in a highly complex project environment.
Familiarity working in a technical environment is mandatory. Experience working in an academic environment would be an asset.
Proficiency will 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.
Quality: checks the accuracy and clarity of work products and communications