Hospitality Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Hospitality Coordinator

Department

Programming Support | Green College

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 26, 2025

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

Green College is an interdisciplinary residential college that promotes cross-disciplinary dialogue, creativity, and belonging. We offer free public lectures and performances, with the opportunity to extend the conversation over good food in our beautiful heritage setting. Around 100 resident members - comprised of UBC graduate students and postdoctoral scholars - live at the college year-round. This group of residents is regularly joined by visiting scholars, artists, and innovators who briefly call the college home, and together they create a unique and vibrant academic community at UBC. The college offers approximately 70 public events each year, and also hosts workshops and private events planned by UBC faculty and Green College members.

The hospitality coordinator acts as the first point of contact for Green College, receiving visitors and members alike. In this role, they are responsible for cultivating an atmosphere of welcome and warmth, while simultaneously responding to or referring general inquiries to the college. They are responsible for coordinating and executing complex hospitality services for visitors, as well as addressing the day-to-day support needs for the residents of the College (including coordinating most facility services; making and tracking maintenance requests; coordinating mail and package deliveries; enabling access to college spaces; and communicating all relevant updates to the Green College team). Additionally, they perform executive support duties for the principal (including managing official correspondence; engaging in complex scheduling of the principal’s calendar; and welcoming and hosting important visitors to the college). The hospitality coordinator is required to exercise tact and discretion as well as sound judgement when performing administrative and executive support duties. Because this role administers the front desk of the college, it is not eligible for work-from-home accommodations.

Organizational Status
Reports to the assistant principal, programs with a dotted line to the assistant principal, operations. Provides essential support to the principal, and also supports the events lead as needed. On occasion, works with the development and society member lead. Interacts widely with the general public, current and prospective college residents, faculty, guests, and members of the campus community.

Work Performed

Administrative support to the principal 15%

Maintains online calendars; schedules appointments and meetings for the principal;

Adapts appropriately to changing requirements and needs in regard to scheduling details;

Maintains regular communication with the principal to ensure their calendar is up to date and that they are aware of all items;

Coordinates the principal’s electronic calendar and requests for appointments;

Deals with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments;

Gathers agenda and meeting materials for scheduled meetings, appointments, and information dockets for public events;

Books rooms, virtual meeting facilities, and arranges catering for meetings as required;

Ensures the principal’s correspondence requesting information or meetings is tracked and followed up on;

Ensures communications between various high-level parties is handled with discretion. Declines or redirects requests diplomatically and persuasively in complex and sensitive situations;

Prepares and verifies a variety of forms, letters, and other types of correspondence that require the review and signature of the principal.

Hospitality coordination 70%

Coordinates room reservations and maintenance (including booking custodial services). Ensures room reservations and key assignments are accurate by maintaining a rigorous system of daily review. Ensures that information given and published online regarding hospitality is current and accurate;

Resolves a variety of complex issues such as troubleshooting room bookings; addressing issues related to visitor rooms and stays; supporting events; ensuring the appropriate appearance of the facilities; reporting maintenance requirements; and initiating emergency procedures. Suggests and executes appropriate adjustments as nee