Project Coordinator, Systems, Operations & Reporting

Project Coordinator, Systems, Operations & Reporting
Calgary, AB
External Relations – Office of the Registrar /
APT Permanent Salary /
On-site
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The Office of the Registrar at SAIT is an essential part of the student journey, the front line of student support from admissions to convocation. We are committed to informing and assisting our current and future students from initial inquiry through to graduation and employment.
The Opportunity
Office of the Registrar (OTR) is the institutional hub to support students from point of application through Admissions (domestic) to Registrations (domestic and international), Progression and Graduation stages of their academic journey. As the stewards of student data and responsible for producing, preserving, and protecting student records and ensuring the accuracy and integrity of credentials, OTR operates within the comprehensive institutional governance framework to support the required technology infrastructure, administrative, regulatory and compliance functions while meeting the domestic enrolment goals and Strategic Enrolment Management priorities. 
Reporting to the Manager, Systems and Reporting, the Project Coordinator will be responsible for working with multiple business stakeholders within the Office of the Registrar (OTR) and across campus to organize, report on, and coordinate the operations of the OTR Business Analyst team, as well as provide project coordination assistance on institutional and OTR driven initiatives.  The incumbent will support the Associate Registrar, Operations and Reporting, with coordination of Strategic Enrolment Management (SEM) reporting as it pertains to the OTR.
This role will be responsible for collaborating with OTR Business Analysts to define, support, and enforce governance within operations. The development and continuous improvement of reporting on the activities of the Operations and Reporting team is a key responsibility. Additionally, the Project Coordinator will provide input and recommendations for improving systems and processes within Operations and Reporting team activities, drawing upon project coordination education and/or experience.
The Role

• Business Analyst Coordination - 50% 
• Owner of OTR operational sprint cycles, create and manage tickets and data within project management software 
• Ensure that Business Analyst team is on task with assigned tickets and adheres to initiative timelines and deliverables
• As a key member of Operations and Reporting intake committee, prioritize and create issues for sprint development 
• With Manager, Systems and Reporting, establish, communicate, and support intake ticket governance (including documentation, estimation, team velocity, etc.)
• Lead pre-sprint check-ins and sprint retrospective sessions with Business Analyst team
• As required, lead kick-off meetings for accepted project management requests with business stakeholders and Systems, Ops & Reporting team
• Coordinate ongoing knowledge sharing/skill building sessions with OTR Business Analysts, involving external stakeholders as required, including measures of engagement and success
• Keep abreast of project management tools and practices.  Work with Manager to adapt and implement these in the SAIT/OTR landscape.
• Assess the effectiveness of current policies, systems, and administrative processes; propose recommendations to the Manager for improvements that streamline procedures, reduce timeframes.
• Work independently and collaboratively as part of the Business Analyst team to facilitate OTR BA requests from intake to completed project management ticket, leveraging tools, resources, portals, and technology as needed. 
• Cultivate and sustain positive working relationships with staff from various faculties, departments, and administrative units across campus. 


• Reporting - 30%
• Coordinate with SEM office and OTR leadership to track and report on ongoing progress of SEM initiatives
• Produce interim reports (bi-weekly and monthly) for business stakeholders including Associate Registrars, that provide regular updates and flag shortfalls and/or exceeding metrics
• Design and develop templates and methods for reporting
• Coordinate with internal and external business stakeholders to understand and coordinate ticket/project requirements
• Provide recommendations for improving processes and systems for data collection that encourages information quality


• Project Coordination and Administrative Support - 20%
• Lead OTR efforts for Banner ERP upgrades and coordinate efforts for Business Analysts
• Ensure all test cases for business and technical testing are captured and organized effectively
• Create and support with documentation for projects and initiatives, which may include technical documentation and defining statement of work, process documentation, market scans, etc.
• As requested, communicate plans, actions, risks and issues with key stakeholders
• Escalate and assist with any issues that may arise during project work
• Assist the Manager, Systems and Reporting, with administrative functions and processes
• Provide support to SAIT leadership (including Associate Registrars, Registrar, etc.) on operational or institutional projects or initiatives as requested
• This coordinator role works independently and as part of a team
• Actively participates in strategic enrolment management initiatives and participates in team meetings as appropriate
• Other duties as assigned

Qualifications & Experience

• Minimum requirement, diploma or degree in Business, Project Management, a related field or equivalent experience
• Minimum 2 years’ experience in a formal project coordinator role, with demonstrated success in cross-functional collaboration
• Three to five years' experience in post-secondary environment or in a complex multi-faceted institutional/regulatory environment preferred
• Project Management Institute (PMI) designation is preferred
• Bachelor’s degree (or higher) in a related field preferred


• Skills Required
• Demonstrated ability to manage multiple projects and deadlines simultaneously
• Incumbents must be strong team players and have the ability to manage multiple tasks simultaneously while providing mutual support to colleagues 
• Incumbents must be able to complete work accurately and be attentive to details 
• Completing the tasks of the position while being sensitive to cultural needs and differences is mandatory
• Completing the tasks requires highly developed communication and problem-solving skills as well as tact, diplomacy, empathy and discretion  
• Incumbents must be able to adapt to changing environments and remain flexible to change
• An aptitude for using technology and data to improve efficiencies and streamline processes
• Demonstrated organizational and time management skills with strict attention to accuracy and detail; adheres to policy deadlines and business processes while managing multiple and complex projects to meet timelines

Job classification: PROJECT COORDINATOR - P2043
Salary range: $75,000 - $90,000
Paid Leave: 4 Weeks Vacation / 14 Flex Days per year
# of positions: 1
Hours Per Week: 37.5
Posting closing date: Open until position is filled
View a summary of our benefits and perks for salaried employees as one of Alberta's Top Employers, including health & dental care, pension plan, vacation & special leave and flexible work options at our beautiful inner-city campus.
About SAIT
 
SAIT is a global leader in applied education. Named one of Alberta’s Top Employers , we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.
 
Building on our 100+ year history, we’re looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.
 
Equity, diversity and inclusion (EDI) is essential to achieving SAIT’s vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about EDI at SAIT . 
At SAIT, we understand that experience comes in many forms. We’re dedicated to adding diverse perspectives to SAIT - so if your experience is close to what we’re looking for, please consider applying.
SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor.  
 
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Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.
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