Associate Director, Ceremonies

Associate Director, Ceremonies & Events page is loaded## Associate Director, Ceremonies & Eventsremote type: This position is eligible for a hybrid work arrangement, however, may be subject to change due to operational requirements.locations: UBC Vancouver Campus - Vancouver, BC, Canadatime type: Full timeposted on: Posted Todayjob requisition id: JR22877Staff - Non Union### ## **Job Category**M&P - AAPS## **Job Profile**AAPS Salaried - Conferences, Accommodations and Ceremonies, Level D### ## **Job Title**Associate Director, Ceremonies & Events### ## **Department**Director | Ceremonies and Events Office### ## **Compensation Range**$7,622.83 - $11,886.67 CAD MonthlyThe 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**November 28, 2025**Note:** Applications will be accepted until 11:59 PM on the Posting End Date.**Job End Date**OngoingThis position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.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** The Associate Director, Ceremonies and Events will develop, oversee and manage a variety of ceremonies and events on behalf of the President, the Chancellor and other senior administration, in keeping with the protocol standards of the Ceremonies and Events Office and those expected of UBC. They will plan and manage events occurring simultaneously; they will lead on some of the most complex event programs the office is responsible for, including Graduation; provide leadership in a fast-paced, high producing team; collaborate with senior members of the office including the Director and University Marshal; mentor, develop and supervise junior team members; consult with and advise offices of the President, Board of Governors, and other university clients on matters of protocol and event planning at the direction of or on behalf of the Director, Ceremonies and Events. The incumbent works flexibly and collaboratively within a high profile and high performing (busy) office. This position requires work outside regular hours and may include evenings and weekends and travel. **Organizational Status** Reports to the Director, Ceremonies and Events. **Work Performed**CEREMONIES AND EVENTS MANAGEMENT - Research, analyze, and manage a client's needs before advising on all aspects of event management and protocol. Oversee all matters of event preparation and implementation, including follow-up and analysis after successful completion. - Develops relationships with and negotiates contracts with on and off campus suppliers; such as printing, food and beverage, parking, transportation, decor and entertainment for events. - Assess risk affecting events and has input on risk management; develops safety and security plans in collaboration with team members, colleagues, security staff members, RCMP and other first responders. - Develop and coordinate event assessment, evaluation and analysis mechanisms to ensure strategic alignment with campus objectives and continuous event improvement; prepare recommendations for the Director, Ceremonies and Events and implements improved initiatives. - Oversees events coordinated by event managers, as required. - Consults with and advises the offices of the President, Board of Governors, and other university clients on matters of protocol in dealing with the Lieutenant Governor, the Prime Minister, visiting ministers, royalty and other VIP's. - Develops and manages individual event budgets. - Develop, oversee and execute plans for various large scale and complex events including but not limited to, donor and potential donor events, dignitary and government visits (Prime Minster, ministers, royalty, etc.), recognition and stewardship events for employees, multiple building openings and other alumni and student focused events. - Ensures that UBC policies and guidelines related to ceremonies and events are adhered to (ie. serving and consumption of alcohol, travel expenses related to honorary degrees, visual identity, etc). GRADUATION - Develop, implement and evaluate all aspects of Spring and Fall Congregation; educate and engage the faculty, students and administrative units across campus and to enhance the image of the university in the external community. - Oversee the Congregation Ceremonies by managing all aspects including but not limited to: ceremony schedule, event budget, timelines, various/multiple external contractors, venues, parking, security and first aid, photography and video, web site and social media, communication and media plans, print pieces, volunteer program, and ceremony participants (internal, external, award recipients, etc.). - Develop, manage and monitor Congregation budget for approval by the Director, ensuring costs come within planned budget. Negotiate contracts with on and off-campus suppliers. - Coordinate and produce all Congregation briefing and scripting materials for Senior Executive; Board of Governors; Chancellor; Honorary Degree Recipients; and other dignitaries, some of which are standardized and some of which are unique to each ceremony and event. - Evaluate and recommend changes for the Congregation programs and activities through the Director and University Marshal to the Chancellor, President, and if necessary, the Senate. - Support all aspects of Honorary Degree Recognition and Stewardship Program, working closely with the Director on the implementation of the program, closely monitoring the budget required for same on an on-going basis. - Responsible for care, maintenance and inventory of Academic Regalia (President's Chancellor's, Board of Governors, Honorary Degree gowns, etc.) owned and stored by Ceremonies; monitoring condition of regalia and purchasing new regalia, when required. - Plan and implements special academic ceremonies, such as the installation of a new Chancellor or President; preparing timelines, budgets, for approval by the Director. In collaboration with the Director, provide leadership and guidance to institutions across North America on policies and procedures related to congregation planning and implementation. COMMUNICATION - Oversees two websites for the Ceremonies and Events office, including the Graduation website, to ensure that content is accurate, innovative, respectful, informative for students, faculty, staff, visitors, etc - Guides the development of event collateral, including but not limited to invitations, programs, menus, webpages, digital signage, interactive content. - Ensures that the focus of our communicative efforts is on maintaining or improving the image of UBC and supporting the UBC brand. HUMAN RESOURCES AND ADMINISTRATION - Manages the ceremonies and events schedule for the office; assigns events and work to team members as appropriate; collaborates with the Director to manage staff resources to improve efficiencies and quality of events. - Develops policies and procedures; makes recommendations and improvements on all event standards, ensuring updates are applied and accessible for staff. - In collaboration with the Director, develop and sustain relationships
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