Events Coordinator

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Conferences, Accommodations and Ceremonies, Level AJob TitleEvents CoordinatorDepartmentEvents | Operations and Administration | UBC Sauder School of BusinessCompensation Range$5, $7,709.92 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 DateSeptember 15, 2024

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

Job End Date

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

UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Events Coordinator is responsible for planning, organizing and executing a variety of events in support of the mission and strategic goals of the UBC Sauder School of Business both locally and internationally. The Events Coordinator develops and executes event protocols and standards expected of a highly regarded business school and world class university.

The Events Coordinator is involved in ongoing communication and feedback, as well as developing/recommending event strategies based on multiple stakeholder needs. Follows and adheres to UBC policies and ensures program standards and protocols required for an internationally recognized business school are met. The Events Coordinator sits on various committees and works collaboratively with the events management team to ensure successful execution of all events on behalf of the UBC Sauder School of Business; plans and delivers events requirements including allocation of resources.

Key aspect of this position is striving for exceptional customer service to ensure all internal/external clients receive an outstanding and memorable event experience.

Organizational Status
Reports to the Events Manager. Maintains positive, close working relationships with the events management team as well as the Dean's Office, senior leadership of the UBC Sauder, Faculty Advisory Board, various business units within UBC Sauder, faculty, employees, student and other faculties on campus, UBC Ceremonies and Events, UBC Service Providers and external stakeholders.

Work Performed

• Responsible for planning, organizing and executing event logistics, including the negotiations of venue, catering contracts, etc. for internal/external student groups, clubs, etc. (e.g., event booth, workshops, seminars, conferences, etc.).
• Works collaboratively with the events management team to ensure successful execution of internal/external student group events; ensures no conflicts or interruptions with other events going on simultaneously, etc..
• Develops event plans and carries out all arrangements around preparation for and managing successful events.
• Conducts all pre-, in- and post-event activities by monitoring the operational activities, addressing concerns and resolving problems to ensure the success of each event.
• Develops, recommends and implements policies, protocols and procedures affecting event planning and administration of the various events.
• Leads staff by setting standards and goals for client services, accuracy and efficiency as they relate to the success and completion of events.
• Responsible for the development and implementation of the event management procedure manuals for the various event management activities.
• Supervises student assistants and volunteer participants at events, including coordinating work schedules, training, etc.
• Handles the delivery and coordination of employee and faculty events, and is involved in seeking sponsorship to support the delivery of these events.
• Manages events passed on from the Events Managers due to workload; handles the planning, organizing and executing event logistics for internal/external departments, groups and prospective clients, etc.
• Facilitates financial reporting including preparing event/budget reports on actual revenue and expenses. When the situation arises, pursues opportunities that support the UBC Sauder objectives to increase event sales for potential revenue streams.
• Participates in the interview and selection process of employees, work study students, etc. and ensures they receive the proper and appropriate training, orientation, evaluation, etc. as required.
• Provides coverage for Events Manager in their absence to ensure smooth transition in the delivery of event management services.
• Follows up to ensure event venues/facilities are maintained in good operating order for all event activities and initiates various work requests for services before/after event delivery.
• Liaises with various stakeholders (e.g., Facilities Operations, UBC Sauder IT Services, etc.) in the coordination of logistics for events (room configuration, set-up, removal, etc.).
• Works as part of the events management team in developing the strategic vision for key stakeholder events to maximize the effectiveness of the team in the most cost effective manner.
• Performs other related duties as required.

Consequence of Error/Judgement
The Events Coordinator participates/plans activities that profile the Dean's Office, Faculty Advisory Board and other senior administrators at UBC Sauder in highly visible programs and events. Errors made in planning, budgeting or managing events could result in serious negative reputation, financial and public relations impacts for the school and its partners.

The Events Coordinator is expected to make decisions and recommendations impacting the school's relationships in the community. Decisions could have significant impact on public perceptions of UBC Sauder and UBC. Poor decisions, errors and/or management ineptitude could result in embarrassment for the University. Incorrect interpretation or communication of university positions, policy and procedures or lack of tact, diplomacy or sensitivity in dealing with stakeholders could potentially result in damaged relationships and credibility for the school, leading to potential financial and reputational implications.

The Events Coordinator is expected to exercise judgment, diplomacy and tact in all interactions. Standards of customer service are essential. Poor judgement could lead to the alienation of donors, clients, etc., embarrassment to the UBC Sauder and its senior administration and can result in loss of opportunities, significant financial support to the school, etc.

Supervision Received
Reports to the Events Manager. Work is assigned in terms of broad objectives and is subject to periodic review.

Supervision Given
Supervises student assistants and volunteer participants at events, including coordinating work schedules, training, etc.

Minimum Qualifications

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum two years of related experience, or an 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

• Experience in developing, planning and implementing successful events, with a background in budget development as well as forecasting and reporting.
• Results oriented, articulate and creative with excellent customer service skills.
• Experience in relationship management and proven ability to work with prominent leaders, volunteers and senior administrators.
• Knowledge of the university environment, academic structure, university policies and protocol is preferred.
• Excellent interpersonal, oral/written communication and presentation (public speaking) skills.
• Ability to efficiently and effectively coordinate tasks with multiple deadlines.
• Excellent attention to detail.
• Ability to work independently and in a team environment while exercising good judgement at all times.
• Analytical and problem-solving skills are required; along with effective conflict resolution skills with the proficiency to effectively analyze and develop solutions while exhibiting diplomacy and tact.
• Negotiation skills required in liaising with internal/external service providers and senior university administration.
• Ability to take initiative.
• Ability to work well under pressure and be able to manage multiple activities simultaneously with high-energy and positive thinking.
• Excellent administrative, organizational and time management skills with aptitude to re-prioritize efforts as needed.
• Excited to work within a dynamic entrepreneurial environment.
• Ability to work flexible hours including some weekends and evenings.
• Knowledge of current technologies for classrooms and meetings is an asset.
• Computer experience required: Microsoft Office (Word, Excel, PowerPoint, etc.).
• Strong planning, coordination and execution skills.
• Ability to work with large formal and informal teams.
• Valid driver's license and access to a motor vehicle is preferred.

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