AV Project Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Information Systems and Technology, Level B

Job Title

AV Project Coordinator

Department

Research & Core Technology | MedIT | Faculty of Medicine

Compensation Range

$6,438.50 - $9,255.58 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 4, 2026

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

Job End Date

Ongoing

 

 

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 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.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 14,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty of Medicine —comprised of approximately 2,700 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 12,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty of Medicine delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

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.

Work Performed

Specific Duties:

-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.

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 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.

Consequence of Error/Judgement

Information Technology plays a key role in enabling the University to achieve its goal of becoming one of the world s leading universities. The Project Coordinator plays a significant role in supporting the implementation of systems and processes. 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 autonomously with within general instructions and an administrative framework. Work is reviewed in terms of achievement of desired results. Performance is reviewed by the Team Lead, AV Projects along with feedback from project and program team members and stakeholders.

Reports to the Team Lead, AV Projects.

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 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

Preferred Qualifications

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.