Change Management Specialist

University of British Columbia

Staff – Non Union

Job Category

Job Profile
AAPS Salaried – Administration, Level B

Job Title
Change Management Specialist

Change Management 3 TCM TCM Management 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
October 3, 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 has embarked on a 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

Part of the Transformation and Change Management (TCM) team within the Integrated Renewal Program – Student (IRP Student), the Change Management Specialist is responsible for interface between people and technologies. Focusing primarily on increasing and enabling the adoption of new processes and technologies by taking a structured change management approach introduced by assigned project(s).

The Change Management Specialist will create and implement a change management plan which maximizes adoption through employee engagement and minimizes risk. The plan will support process and technology implementation and incorporates tactics to drive faster adoption, greater utilization and higher proficiency. The Change Management Specialist will create and manage target measures to ensure new processes and technologies meet desired adoption, utilization and proficiency goals.

Organizational Status
Reports to an assigned Senior Change Management Specialist on the IRP TCM team. Strategic direction and guidance will be provided by the Associate Director and/or Director, Transformation and Change Management. The incumbent will collaborate within the IRP TCM team as well as with business analysts, functional experts and others on the broader IRP team. Works closely with a very broad range of stakeholders, including students, staff and faculty on both UBC campuses.  
Work Performed
– Apply a structured change management approach and methodology for the adoption of new processes and technologies focusing on the interaction between people and technology. 
– Create and manage measurement systems to track adoption, utilization and proficiency of individual changes. 
– Develop a change management plan based on a situational awareness of the details of the change and the groups being impacted by the change. 
– Identify potential adoption risks, and develop specific plans to mitigate or address the concerns. 
– Conduct readiness assessments, evaluate results and present findings in a logical and easy-to-understand manner. 
– Develop a set of actionable and targeted change management tactics and recommendations for increasing or accelerating adoption. 
– Execute on the plans and support the execution of coaching, training and process adoption plans by employee-facing managers. 
– Identify any issues or concerns relating to adoption of new technologies and work with stakeholders to develop and implement corrective actions. 
– Create and enable reinforcement mechanisms and celebrations of success. 
– Work with project teams to integrate change management activities into the overall project plan. 
– Work with leads and other IRP team members on establishing guidelines and templates on change management activities 
– Liaise with other projects to share learnings and knowledge on change management and the adoption of processes and technologies as required. 
– Additional responsibilities on a project may include project coordination, requirements analysis, business process mapping, training, writing and/or editing public content.
Consequence of Error/Judgement
UBC is engaged in a series of initiatives intended to transform and improve the ways students, staff and faculty interact and work, modernize our business system ecosystem, and enable the university to achieve its goal of becoming one the world’s leading universities. Decisions and actions exercised will have a direct impact on how the community views the Program and related projects. Errors in judgment, poor communications or failure to act decisively could have a detrimental effect and adversely impact the Program and negatively impact the UBC community support.
Supervision Received
Reports to an assigned Senior Change Management Specialist on the IRP TCM team and may take functional direction from the Associate Director or Director, TCM. Must be able to work independently as well as contribute actively and collaborate openly as a team member.
Supervision Given
None. In general, provides mentoring and coaching to managers and staff on how to manage change, as well as provides leadership and education on demonstrated areas of expertise. May inform or guide work of Learning Rovers based on analysis of change impacts and knowledge of future state functionality.
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

Experience and knowledge of change management principles and methodologies. Prosci certificate or other Change Management certification an asset.

Previous change management experience is a required. A solid understanding of how people go through a change and the change process. Experience with large-scale organizational change effort. Experience with IT Service Management, ITIL principles an asset. Able to work effectively at all levels in an organization. Must be a team player and able to work with and through others. Ability to influence others and move toward a common vision or goal. Conducts discussions with and writes memoranda to all levels of colleagues and peer groups in ways that support troubleshooting and problem solving.

Seeks and shares relevant information, opinions, and judgments. Handles conflict empathetically. Explains the context of interrelated situations, asks probing questions, and solicits multiple sources of advice prior to taking action when appropriate. Actively solicits ideas and opinions from others to efficiently and effectively accomplish specific objectives targeted at defined business outcomes. Openly encourages other team members to voice their ideas and concerns. Shows respect for differences and diversity, and disagrees without personalizing issues.

Utilizes strengths of team members to achieve optimal performance. 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. Establishes and maintains relationships and alliances. Shares information and readily determines to whom to go for relevant information. Seeks assistance and feedback in the problem solving process. Partners with others to achieve expectations. Participates in change initiatives by implementing new directions and providing appropriate information and feedback.

Offers ideas for improving work and team processes. Experiments with new approaches and improves productivity through trial and error. Investigates defined issues with uncertain cause. Solicits input in gathering data that help identify and differentiate the symptoms and root causes of defined problems. Suggests alternative approaches that meet the needs of the organization, the situation, and those involved. Resolves problems and escalates issues with suggestions for further investigation and options for consideration as required.

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