Music Events

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr9)

Job Title

Music Events & Marketing Support

Department

Administrative Support | School of Music | Faculty of Arts

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

August 29, 2025

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

Job End Date

August 31, 2028

This is a full-time, 3 year term position with an end date of August 31, 2028.

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 Events & Marketing Support position provides complex coordination for matters relating to the organization, planning, promotion and execution of School of Music performances, rentals and special events. This position provides exemplary service to UBC internal stakeholders as well as external guests and clients, handling rental activity of the School’s two performance venues from initial request, through contracting, accurately processing payments, scheduling staffing and monitoring event details and expenditures within prescribed budgets, licenses, and regulations. The role also incorporates development and distribution of physical and digital marketing material for School of Music events such as student operas, ensemble concerts, ticketed festivals and competitions, including collaboration with the marketing team at the Chan Centre for the Performing Arts in relation to School of Music events held at Chan Shun Concert Hall.

Organizational Status
This position reports jointly to the Administration Manager and Marketing & Communications Strategist, and works closely with faculty, staff, other departments, and external clients regarding both internal events and rental activity at Roy Barnett Recital Hall and the Old Auditorium. The incumbent liaises with event organizers. prospective clients and vendors on deliverables, equipment and space arrangements. They schedule technical and front of house support, and supervise student workers.

Work Performed

VENUE RENTAL ADMINISTRATION

Oversees coordination of the rental process for all School of Music venues, and is the main point of contact for all rental requests. This includes facilitating a wide range of complex communication between clients, technical & administrative staff, faculty members and other stakeholders.

Builds and maintains relationships and coordinates directly with arts partners, high schools and other recurring clients to facilitate the booking process of a range of events including concerts, recitals, masterclasses, ceremonies, receptions, lectures and workshops, ensuring compliance with academic & administrative timelines and guidelines.

Oversees all aspects of event coordination, including booking of facilities, equipment requirements and other services offered by the School; undertakes any necessary follow-up and identifies and resolves complex and non-routine client concerns and complaints; identifies key event issues and challenges and provides Administrator with recommendations to resolve unusual or out-of-policy situations.

Oversees access and complex technical and front of house staffing schedules for events.

Coordinates event logistics, including ensuring all day-of-event setup details are in order, participating in and delegating to student workers and other staff. Solves last-minute problems or changes to room arrangements/equipment etc. May be required to be present at evening and weekend events.

Oversees all data entry and updates in venue booking systems with scheduled events, resolves complex schedule conflicts, maintains accurate records in database systems.

Provides complex and detailed rental and venue instructions and information to prospective clients, using specialist knowledge of School of Music venues, equipment, policies, processes, fees, and event requirements. Works with a range of clients across academic, educational, non-profit and other sectors, adapting communication and support to unique and varied stakeholder needs

Prepares, proofs, distributes and tracks rental contracts for clients with all relevant information and documentation necessary, including event estimates.

Coordinates rental fee process, including invoicing and tracking deposits and other payments, and working with clients to ensure payment is made in accordance with deadlines outlined in the license agreement.

Tracks rental revenue against expenses, and creates related reports in order to provide recommendations on pricing and volume of bookings.

Works with high schools and travel organizations to coordinate and contract clinics.

Schedules and conducts tours with re