KEY SELECTION CRITERIA SUPPORT STAFF - PDF

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					 UTS POSITION DESCRIPTION
UTS:HUMAN RESOURCES

POSITION TITLE

AVS Project Manager

UNIT or FACULTY AND DIVISION

Audio Visual Services
Information Technology Division

POSITION PURPOSE

AVS Project Managers are responsible for delivering a wide range of audio visual projects from conception to
completion, through communicating with stakeholders, acquiring resources and managing the effective and
timely integration of all sub-processes. This position contributes to planning and development of new systems
by assisting the Design & Development Manager with product research, system design and documentation.


DIMENSIONS

Audio Visual Services (AVS) provides an extensive range of instructional and presentation technology support
services and equipment to over 1600 clients, primarily involved in group teaching and learning activities using
centrally timetabled rooms. AVS manages the design and installation of audio visual systems for major
corporate projects and faculties. The nature of the classroom is rapidly changing and clients are increasingly
dependent on readily available, reliable and appropriate presentation and IT equipment to successfully
execute particular learning activities.
AVS project managers have primary responsibility for delivering projects to expand and improve the
availability of AV/IT teaching and learning support technologies in teaching spaces.


General Teaching Spaces >270
Total Classrooms (Faculty & GTS) >500
Average number of AVS Projects managed annually 15 – 30
Number of rooms upgraded annually 20 - 90
Average annual investment in classroom technology $1.5 M
Typical project budget per room $ 25 K
Value of existing AV infrastructure investment $ 7.0 M
Campuses        3
Supplier relationships per project (approx) 20 – 25
Stakeholders per project 5 - 15
RELATIONSHIPS

Supervision

AVS Project Managers report to the Design & Development Manager for administrative and personnel
matters. For project related matters, the AVS Project Manager reports to the Project Board. Project allocation
is determined by the Design & Development Manager.

While no positions report to Project Managers on an ongoing basis, Project Managers are required to
supervise the work of project teams and external suppliers in the delivery of projects.

AVS project Managers supervise and coach seconded or supplementary project managers, appointed to
address short-term workloads.

Collaboration and Communication

Internal
• Works collaboratively with Faculty and Support Unit staff, at all levels of management, to prepare the project
documentation and deliver the audio-visual components of major UTS projects.
• Provides timely and appropriate communication to all project stakeholders, suppliers and Project Board for
effective project delivery
• Seeks out appropriate stakeholders and communication channels to ensure the project is delivered in an
integrated manner that meets both the Client’s specific requirements, available infrastructure and the UTS
Design Guidelines.
• Communicates regularly with other AVS staff and ITD Project Managers to exchange business intelligence
and ensure a coherent project management methodology is developed and applied to all projects.
External:
• Communicates with a diverse range of suppliers throughout the project delivery cycle


MAJOR RESPONSIBILITIES

Consult with Faculty, FMU, Divisional staff and potential suppliers to determine the business case, scope and
deliverables of proposed audio-visual projects. This requires the incumbent to identify and manage the input of
all key stakeholders, prepare budget estimates, determine potential solutions that will address client
expectations, investigate risks and develop project start up and initiation documents to enable the Project
Board to make informed decisions on the viability of projects.

Plan the resources and activities needed to achieve the agreed project outcomes within budget. Individual
project budgets range from $10,000 to $800,000. The incumbent determines the project approach, system
design, core tasks, timeline, suppliers and key milestones for delivering the various stages of the project to
achieve the agreed outcome by the required date.

Analyse the risks and develop a risk management plan to ensure projects are completed within the project
tolerances as defined by the Project Board. This will require a full assessment of all phases of the project to
develop a risk matrix; identifying threats, their likelihood, and potential impact on the delivery of project.
Develop a mitigation strategy for serious risks.
Manage the project lifecycle to ensure the efficient completion of projects within the agreed timeframe, budget
and to the required level of quality expected by the client. The incumbent will establish appropriate project
controls and reporting, setup a communications log for suppliers and stakeholders, procure resources, and
devise and distribute work packages to suppliers in timely manner to ensure smooth workflow through all
stages of the project.

Manage project issues as they arise. Capture issues by updating the ‘Project Issue Log’, assign a priority to
issues through assessing the potential impact on risks and ensure corrective actions are devised, initiated,
monitored and completed by the appropriate ‘risk owner’

Communicate with the Project Board and stakeholders on the progress of the project. The incumbent will
provide highlight and exception reports to the Project Board as necessary during the life of the project. At the
conclusion of the project the incumbent will facilitate a post project review to identify project successes and
shortfalls and alternative processes that will enable continuous improvement of AVS project methodology.

Supervise the activities and work of fixed term project managers or AVS staff, seconded as project managers,
required for short term projects. The incumbent will recruit additional project managers to meet peak
workloads, train and coach staff in project methodology and regularly review the progress of short term
projects to ensure the project is running within approved tolerances of time, budget and quality.

AVS Project Managers will assist the Design & Development Manager in the development of engineering
solutions for a wide range of projects. This will require the project manager to conduct site visits to determine
design constraints and options, meet with consultants and other subject matter experts to identify systems and
products most appropriate for delivering a system compliant with the design brief of the Design &
Development Manager.


ENVIRONMENT AND POSITION CHALLENGES

Scarcity of teaching spaces coupled with high levels of space utilisation and a three semester teaching year
constrain the availability of rooms for AV upgrade projects to a few short non-teaching breaks within any year.
AV Projects involving general teaching space require careful and creative planning to ensure there is no
disruption to the University’s core business activities. Tight installation windows are a significant challenge for
project managers who are managing multiple concurrent projects with limited resources.
Late project approvals impact on the scheduling of projects and require accelerated turn around times for
planning and developing project start-up and initiation documentation. Inadequate planning time often leads
to extensive problem solving during project implementation.
Client expectations are frequently founded in consumer perspectives of systems and costs which are not
appropriate in a continuously operating commercial environment, where the total cost of ownership must be
the priority. Project managers are required to manage client expectations and negotiate solutions that balance
the requirements of the University design guidelines with the unrealistic cost expectations of clients.
The incumbent seeks to maximise client satisfaction by maintaining a strong client focus and ensuring
effective and timely consultation and liaison through the life of the project while balancing a varying project
workload.
AUTHORITY TO ACT

The Project Manager is expected to act autonomously within a framework of project tolerances determined by
the Project Board, ITD policies, UTS procurement policies and professional practices and standards..
The incumbent manages and reports on the expenditure of project budgets up to $1M.


ORGANISATION CHART

Attached

APPROVALS


Incumbent
(if currently occupied)
Supervisor
Manager
(minimum level Dean/Director)
Name:

Vacant
Antonio Ebonia
Chris Cahill
Title:

AVS Project Manager
Design & Development Manager
Director IT Client Services
Signature:




Date:
                                      Information Technology Division
                                           Audio Visual Services
                                                                                Manager Audio Visual
                                                                                     Services




                                                                                                                    Design &
                                        Program Manager                                                            Development           AVS Technical
                                            Services                                                                Engineer               Manager




       Campus Manager                   Campus Manager                              Campus Manager                 Project Manager
                                                                                                                                                         Technical Officer
         (Broadway)                       (Haymarket)                                   (KG)



                                                                                                                                                         Technical Officer
                               AV Customer               AV Customer                       AV Customer
AV Customer      AV Customer
                                 Services                  Services                          Services              Project Manager
  Services         Services
                                Technician                Technician                        Technician
 Technician       Technician
                                                                                                                                                         Technical Officer

                               AV Customer               AV Customer                       AV Customer
AV Customer      AV Customer     Services                  Services                          Services
  Services         Services     Technician                Technician                        Technician
 Technician       Technician                                                                                                                             Technical Officer



AV Customer      AV Customer
  Services         Services
 Technician       Technician

                                                                                                                      AVS Casual Staff
                                                                                                                           Pool
AV Customer
  Services                                   Note: Campus locations are indicative only; all AVS staff are to be
 Technician                                           available to work on any campus, as required
UTS:HUMAN RESOURCES
 KEY SELECTION CRITERIA SUPPORT STAFF
POSITION: AVS Project Manager

FACULTY/UNIT: Information Technology Division / Audio Visual Services



Skills and Attributes

• Demonstrated capacity to deliver quality audio visual installation projects within time, quality and cost
constraints;
• Demonstrated ability to effectively apply a project management methodology to organise and deliver project
stages in an organised and consultative manner;
• Demonstrated high level of interpersonal skills in managing clients and staff; an ability to effectively
communicate with, motivate and organise project staff and suppliers;
• Excellent problem solving, mandate writing and personal time management skills


Knowledge

• Demonstrated knowledge of ‘Audio Visual’ and IT systems and their application and installation requirements
in an educational situation
• Knowledge of Project Management methodologies
• Environment Health Safety, Worksite safety and EEO requirements


Qualifications

• Project Management Qualification or related Tertiary level qualification


Experience required

• Experience in managing complex high level AV installation projects
• Proposal and Report writing
• Working as an effective team member




Written By: Reg Collins Signature:     Date:


Approved by: Chris Cahill Signature:     Date:

				
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Description: KEY SELECTION CRITERIA SUPPORT STAFF