You are viewing a preview of this job. Log in or register to view more details about this job.

Training/Change Management Coordinator

Boston University
Email

The Training/Change Management Coordinator reports to the Senior Associate Director of Shared Services and delivers training and change management capabilities to support the daily operation and overall strategy of the Procure to Pay (P2P) department at Boston University. 

 

The Training/Change Management Coordinator is responsible for developing and implementing a comprehensive training and change management strategy for all internal and external facing activities of P2P. The coordinator will continuously improve and deliver a scalable training program using a combination of live and recorded sessions. The coordinator will deliver a comprehensive communication program and manage the department website. 

 

Full Long Name:

Training/Change Management Coordinator

 

Essential Function 1: Expand P2P’s Influence and Value Add across the BU community 15%

 

  • Manage / Expand BU Training and Change Management Activities
    • Promote the P2P structure across BU by supporting the delivery of a seamless customer and supplier experience
    • Deliver training programs compliant with policies and controls
    • Deliver change management publications on behalf of P2P
    • Participate in daily operations calls to ensure effective delivery of the P2P mission
    • Collaborate with the Senior Associate Director of P2P Systems to support the optimization of all P2P systems, primarily Ariba and SAP, including Fairmarkit, Visual Compliance, Amazon Business, DocuSign, Concur, Concourse, virtual payments, and OnBase

 

Essential Function 2: Drive Operational Excellence 65%

 

  • Training and Change Management Strategy (10%)
    • Develop and implement a comprehensive training and change management strategy to encompass all internal and external facing activities of P2P at Boston University.  Elements of the strategy will define all training, communications, and delivery methods.
  • Training (40%)
  • Develop and implement a scalable training program to comprehensively deliver content for all P2P-related systems and best-practice process methodologies using a combination of live and recorded sessions (e.g., classroom setting, office hours, Zoom calls, FAQ documents). Maintain all current training materials for easy retrieval, and store historical versions in a well-documented repository.
  • Develop a strong working knowledge of all P2P-related systems, primarily SAP Ariba Guided BUying, Buying & Invoicing, Sourcing, Contracts, and Catalogs.  Secondary systems and tools include Amazon Business, Fairmarkit, DocuSign, Visual Compliance, PM Web, and potentially, others.  Note, that training recipients can be both inside and outside the department.
  • Translate working knowledge and understanding of system roadmaps and evolution (releases, new functionality) to create and maintain all training curricula, as appropriate.
  • Develop a strong working knowledge of best-practice methodologies in P2P to develop and maintain additional training content to be delivered regularly.  Note, that training recipients can be both inside and outside the department.
  • Understand, assess, and anticipate end-user “pain points” and “hot spots” and tailor training modules or entire courses to address P2P-related issues across the BU community. 
  • Deliver training content across multiple platforms and delivery methods (e.g., classroom setting, office hours, Zoom calls, FAQ documents, Financial Affairs Customer Service Portal).  Adjust delivery mix according to demand, and assessment of the most efficient and effective methods.  Maintain a rolling three-month calendar of all training opportunities and publish it to the entire BU community. 
  • Track registration and consumption of all training events to understand the penetration to the BU and Supplier communities. Maintain internal training records for the department. 
  • Communications (35%)
    • Develop and deliver a comprehensive communication program for all customer and supplier-facing activities external to the P2P department.  Manage internal department communications in coordination with leadership.  Utilize departmental communication tools such as P2P News, the bu.edu/sourcing, accounts payables, and travel services websites which will transition to a unified bu.edu/p2p website, social media, and monthly operational reports to facilitate appropriate outreach.
  • Utilize superior writing skills to craft impactful communications that are tailored to their audience.
  • With guidance from department leadership, identify, plan, write, and publish all customer and supplier-facing communications. Typical communications can include training opportunities, systems changes and enhancements, new preferred supplier arrangements and promotions, best practices, helpful hints, ways to stretch or maximize department budgets, and spotlights on special initiatives such as Supplier Diversity or Sustainability.
  • With guidance from department leadership, identify, plan, write, and publish internal department communications, where appropriate.
  • Determine the optimal distribution channel for all communications and publish according to the plan.  Maintain a historical repository of all communications on the P2P website and in Teams.
  • Develop a regular marketing presence on social media (e.g., LinkedIn, Twitter, Instagram, and Facebook)
  • Continuously improve existing communication channels and investigate and propose new ones as they become viable and appropriate.
  • Maintain P2P website (15%)
    • Manage the P2P website (and its transition from bu.edu/sourcing, accounts payable, and travel services to a unified bu.edu/p2p), its content, and updates using intermediate WordPress skills in support of P2P communications. 
  • Develop a strong working understanding of the P2P website including architecture, structure, and strategic intent (goals and outcomes).
  • Utilize an intermediate to expert knowledge of WordPress to maintain the entire website.  Bring in expert consultation, when required.
  • With guidance from department leadership, write or edit specific content, as required.  Examples can include, banner announcements, page buttons, category cards, and content for the main pages (e.g., How to Place Orders, Sell to BU, Policies, FAQs, and Contact Us).
  • Maintain a database of relevant website statistics to understand site and page viewership.  Continuously improve website content and structure to maximize utilization. 

 

Essential Function 3:  Optimize P2P Platforms 10%

 

  • Contribute to the department’s strategic Technology Vision by recommending and leading efforts that complement the overall mission of P2P
    • Provide input to the configuration and usability of all P2P systems primarily the full suite of Ariba applications including Fairmarkit, Visual Compliance, Amazon Business, DocuSign, Concur, Concourse, OnBase, and other systems related to Payment Services 
    • Provide input for system implementation and maintenance activities supporting future university-wide P2P solutions

 

Essential Function 4:  Build Skills / Cross Train / Coach 10%

 

  • Manage personal development with one or more defined skill-building activities every performance year
  • Foster an inclusive, positive career experience for all team members

 

 

Posting Description for HR Website:

Mandatory criteria

  • B.A./B.S. in preferably in communications or public relations, but including business, finance, accounting, management, non-profit administration, or public administration
  • Three years of experience with demonstrated proficiency in:
    • Public speaking, written and interpersonal communication skills
    • Organizational skills and the ability to prioritize and manage concurrent projects with multiple stakeholders
    • Ability to lead with vision and motivate others
    • Professionalism, good judgment, and integrity
  • Experience working with HTML-based website publishing software (Word Press preferred)
  • Experience working with social media

Additional criteria (preferred)

  • Three years of experience working in a Procure to Pay function with exposure to a relevant eProcurement system, such as SAP Ariba. 

 

Recruitment Comments:  Request a cover letter to accompany all applications.