Associate Director, Transformation & Change Management, Okanagan campus

Staff – Non Union

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Administration, Level E

Job Title

Associate Director, Transformation & Change Management, Okanagan campus

Department

TCM Management | Leadership | Integrated Renewal Program Student | Enrolment and Academic Facilities | VP Academic

Compensation Range

$8,477.92 – $13,246.67 CAD Monthly

Posting End Date

July 2, 2021

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

Job End Date

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. In November 2020, UBC successfully went live with its new HR and Finance implementation of Workday. The Integrated Renewal Program (IRP) is now focused on the journey to renew the Student information ecosystem, anchored by the implementation of Workday Student.

The Integrated Renewal Program—Student (IRP Student) vision is to transform the way UBC supports learning and research, and how UBC works, to create a cohesive, integrated, and enriched experience for students, staff, and faculty. This implementation will result in superior support for UBC students, a better user experience, a new set of tools, a new way of working, and improved reporting for informed decision-making. IRP Student will leverage the industry-leading cloud enterprise solution Workday to replace our current core Student administration systems with a new integrated, user friendly, mobile-enabled platform.

For more information on the IRP Student, please visit www.integrated-renewal.ubc.ca

Collaborating closely with the IRP Director, Transformation and Change Management (TCM), and other TCM team leads, the Associate Director, Transformation and Change Management, Okanagan campus is the senior Transformation and Change Management lead for the UBCO campus and community. The incumbent has primary responsibility for directing IRP Student activities on the UBCO campus and for engaging the local campus community and key stakeholders to ensure a smooth and successful implementation of the new system and related business processes. The Associate Director participates in the development of IRP strategies and plans for academic and business transformation, change management, engagement and communications, and ensures they are relevant and effective for the UBCO context. The Associate Director works closely with the TCM team to oversee delivery of program communications with Okanagan stakeholders (faculty, staff, student) and serves as a senior communication liaison for the Okanagan campus. The incumbent leads and manages UBCO-based TCM resources, in carrying out responsibilities for the local delivery of TCM activities that will prepare the Okanagan campus for the system transformation. The incumbent facilitates key connections and relationships between the IRP Delivery Team and UBCO business, process and application owners to enable productive collaboration.

Organizational Status

This position reports to the Director, Transformation and Change Management. It maintains strong relationships with and is accountable to UBCO Executive Sponsors, Sponsors and key stakeholders for UBCO-specific implementation considerations. The Associate Director, TCM, Okanagan campus works closely with all leads on the IRP Delivery team, including directors, associate directors, managers, and business leads and is a member of the IRP Student Leadership Team

Work Performed

Collaborates with the Director and Associate Director, TCM on the creation, socialization, and deployment of a high-level change strategy, action plans and change methodologies for the Integrated Renewal Program, ensuring strategies are effective in the UBCO contexts

Directs and manages IRP Transformation and Change Management activities on the UBCO campus, including business/academic transformation, stakeholder and leadership engagement, communications and training

Leads campus engagement in support of the transformation of business processes on the Okanagan Campus throughout the various stages of the project.

Understands the nature of the Student transformation, supports key messaging needed to drive engagement of key stakeholders, including students, faculty and staff, and ensure successful adoption and sustainment.

Leads engagement and adoption strategy for students on the Okanagan campus.

Liaises and advises Program leaders to ensure business process reengineering is efficient and streamlined and aligned across the campus.

Participates and represents the Okanagan perspective in discussions, development and recommended implementation of strategies, plans and tactics to engage identified stakeholders.

Supports and enables functional, technical and other IRP-related activities and deliverables providing advice and guidance from an Okanagan perspective.

Addresses day-to-day TCM challenges at UBCO and contributes to decisions having a functional impact, including those issues which may affect profile within the university community from an TCM perspective. Consults with Director, TCM and/or UBC sponsors for high impact decisions.

Oversees deliverables assigned to local resources by monitoring for consistent and high level of performance for team members.

Plays a role in supporting University wide high-level change assessment and evaluations. Develops and executes strategies to manage impacts, risks and interdependencies with other university-wide initiatives.

Oversees the localization of learning and development plans that the support the adoption of new processes and system(s) to ensure faculty, staff, students and other stakeholders are prepared for go-live.

May support the process of identifying the requisite skills, knowledge and information required to sustain operations post go-live and provides strategies and recommendations that support unit operations, organization design and skill development and sustainment.

As needed and in partnership with the TCM Director, provide Senior Leadership with regular reports and updates on change initiatives, including the provision of success metrics, tangible outcomes resulting from change planning, and options for problem resolution.

Ensures local alignment with the implementation of the new systems across the University

Manages local transformation and change resources.

Seeks opportunities to assist senior academics and administrators in articulating their strategies and requirements in order to ensure business and academic requirements are met.

Chairs committees that are responsible for matters including resource allocation, stakeholder engagement, and adoption and sustainment within the context of the Okanagan campus.

Provides Senior Leadership and local sponsors with regular updates on campus change initiatives, including the provision of benefits realization, tangible outcomes resulting from change planning, and options for problem resolution.

Develops Okanagan specific communication strategies and plans as needed (i.e. leadership town halls, executive summaries, reports and speakers notes, newsletter input, etc.)

Supports the process of identifying the requisite skills, knowledge and information required to sustain operations post go-live and provides strategies and recommendations that support unit operations, organization design and skill development and sustainment

Performs other related duties as required.

Consequence of Error/Judgement

The consequence of error in this position is serious for the Integrated Renewal Program Student and the University as it concerns the public image and reputation of a very high profile university and major administrative system replacement initiative estimated as a multi-million dollar initiative. Errors in judgement and/or mistakes could result in embarrassment for the University and negative financial impact on the project. Inability to properly assess and/or effectively support University and stakeholder awareness, readiness and engagement with the project has an extremely negative impact on adoption of new operational processes and system(s) and hinders ongoing sustainment.

Supervision Received

Works within broad mandates, under direction from IRP Director, Transformation and Change and guidance from UBCO-based sponsors. Work is reviewed in terms of fulfillment of mandates and achievement of executive goals and with strategic guidance and direction from Program leadership. Work is reviewed in terms of achievement of defined goals.

Supervision Given

Leads, mentors and coaches UBCO-based TCM resources with 1-2 direct reports and additional indirect reports, including co-op students. Provides senior level, subject matter expertise, advice and guidance to the Integrated Renewal Program sponsors, program leads, stream leads, and internal stakeholders and university-wide change and program committees.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Master’s degree preferred. Minimum of eight years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Substantive professional experience within the University context preferred, ideally in student administration. Experience will demonstrate progressive responsibility, preferably in a University or other public sector environment. Project experience in a higher-education environment, policy and regulatory compliance situations is an asset. Supervisory experience is required. Working knowledge of standards of professional practice with respect to project management, transformative learning, business transformation, quality improvement, and change management methodologies and implementation.

Effective leadership, consulting, consensus building, conflict resolution, and negotiation and team-building skills are an asset.

Demonstrated leadership-level capability to:
Work effectively at all levels in an organization.

Operate as a team player and able to work with and through others.

Influence others and move toward a common vision or goal.

Exceptional communication skills for effectively communicating at all levels of the organization.

Leads discussions with senior leaders and writes memoranda to all levels of colleagues and peer groups in ways that support troubleshooting and problem solving.

Show respect for differences and diversity, and disagrees without personalizing issues.

Utilize strengths of team members to achieve optimal performance.

Collate and report information.

Identify relationships and linkages between components.

Identify variable potential causes and effects.

Offers ideas for improving work and team processes.

Suggest alternative approaches that meet the needs of the organization, the situation, and those involved.

Resolve problems and escalate issues with suggestions for further investigation and options for consideration as required.

Converse with, write strategic documents for, and create/deliver presentations to internal business leaders and colleagues.

Effectively operate and build relationships with a wide range of faculty, staff and students within a complex higher education environment.

Provide regular feedback and suggests alternative approaches necessary to ensure that organizational objectives and superior standards are achieved.

Delegate responsibility and reallocate resources as needed to ensure that priorities are met for initiatives within area of responsibility.

Anticipate the possible outcome of potential solutions. Identifies areas of significant concern or opportunity. Probes and initiates research to identify critical problems.