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Projects and Events Specialist

4 months ago

Vancouver BC, Canada AMS of UBC Full time

6133 University Boulevard, 6133 University Boulevard, Vancouver, British Columbia, Canada Req #652

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.

Position title: Projects and Events Specialist

Department : Admin.

Reports to : Managing Director

Employee status: Contract Full time - June 10 2024 - May 9 2025

About the AMS

The Alma Mater Society (AMS), established as a formal constitution of UBC’s student organization in 1915, is UBC’s official student union and is the largest student union in Canada. Operating as an independent organization of UBC, the AMS advocates students’ interests and provides opportunities for their growth and advancement. The AMS represents over 56,000 undergraduate and graduate students and its priorities are determined by these members. In addition to offering services to students, the AMS is an advocate of students’ issues and ensures the needs of students are presented to the University administration and the provincial and federal governments. The AMS Nest is located on the traditional, ancestral and unceded land of the Musqueam people.

Every student at UBC is part of the AMS and the AMS is the manifestation of a shared student experience. From providing advocacy, to student services that support health and education, to reducing student debt, the AMS fights for student interests to the University and all levels of government so that all students can succeed in life and take ownership over their time at the University of British Columbia. The AMS is student-led, student-focused, and always student-first.

At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.

Purpose

The Projects and Events Specialist is responsible for overseeing and/or advising on aspects of planning, coordination, and execution of special events and projects within the AMS. This role involves managing budgets, timelines, vendors, and stakeholders to ensure successful outcomes and high-quality deliverables. The Projects and Events Specialist will collaborate with various teams and stakeholders across the AMS and the broader community to achieve goals and objectives.

Key Responsibilities:

Event Planning and Execution:

  • Advise on the coordination of all aspects of event planning and execution including but not limited to - event plans, budgets, logistics, run sheets, post event activities, staff and volunteer management, safety and risk
  • Support with event setup, staffing, and on-site management to ensure smooth operations for assigned events
  • Events this role will be advising or consulting on include but are not limited to:
    • SUDS Conference
    • Clubs Days/Clubs Fair
    • OER Champions Gala
    • AMS Awards Gala
  • Consult and support the planning and execution of AMS Events signature events which include but are not limited to:
    • AMS Firstweek and Welcome Back BBQ
    • Brewfest
    • Lunar New Year Celebration
    • AMS Block Party

Project Management:

  • Create sustainable systems, structures and documentation within assigned departments or projects to ensure knowledge and information will be accessible
  • Lead the planning and execution of various projects within the organization, ensuring alignment with strategic goals and objectives
  • Monitor project progress, identify risks, and implement mitigation strategies to address issues and ensure project success

Sponsorship Coordination:

  • Coordinate sponsorship needs and efforts across departments in the AMS
  • Lead the development of a sponsorship strategy
  • Identify and negotiate contracts with sponsors
  • Maintain positive relationships with vendors and stakeholders, ensuring clear communication and expectations management
  • Collaborate with internal teams, external partners, and sponsors to coordinate activities, resources and/or funds agreed upon effectively

Team Leadership and Development:

  • Advise and mentor event staff, volunteers, and project team members, providing guidance and support as needed
  • Coach as support student staff in their planning and coordination of events and projects
  • Foster a collaborative and inclusive work environment that encourages creativity, innovation, and teamwork
  • Create and facilitate training content for staff and volunteers

Qualifications and Skills:

  • Bachelor's degree in Event Management, Hospitality, Business Administration, or related field (Master's degree preferred)
  • Proven experience (5+ years) in event planning, project management, or related roles
  • Strong organizational and time management skills, with the ability to multitask and prioritize effectively
  • Excellent communication and interpersonal abilities, with the capacity to interact with diverse stakeholders
  • Experience with coaching and/or supervising students
  • Experience with sponsorship and fundraising
  • Proficiency in budget management, financial analysis, and contract negotiation
  • Leadership qualities, including problem-solving, decision-making, and conflict resolution skills
  • Proficient in project management software and tools (e.g. Teamwork, Trello, Excel)
  • Experience designing and delivering training content
  • Flexibility to work evenings, weekends, and travel as required by event and project schedules
  • Knowledge of industry trends, best practices, and regulations related to event management and project management.
  • Certification in Event Management or Project Management (e.g., CMP, PMP) is a plus.

To Apply:

Please submit a resume and cover letter.

Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status.

  • 6133 University Boulevard, 6133 University Boulevard, Vancouver, British Columbia, Canada
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