Associate Director, Protocol, Ceremonies and Events

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Conferences, Accommodations and Ceremonies, Level D

Job Title

Associate Director, Protocol, Ceremonies and Events

Department

Director | Ceremonies and Events Office

Compensation Range

$7,622.83 - $11,886.67 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 Date

September 3, 2025

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

Job End Date

November 30, 2026

This 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, Protocol, 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 Protocol, 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 Senior 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 Senior Director, Protocol, 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 Senior Director, Protocol 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.-
- Develop and coordinate event assessment, evaluation and analysis mechanisms to ensure strategic alignment with campus objectives and continuous event improvement; prepare recommendations for the Senior Director, Protocol, 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 Senior Director, ensuring costs come wit