Event Coordinator

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Event Coordinator
Department
Events and Marketing | Centre for Teaching, Learning and Technology
Compensation Range
$4,449.00 - $4,676.00 CAD Monthly
Posting End Date
January 29, 2025
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
**NOTE**: This is a part-time salaried (0.8 FTE) ongoing position. The full-time salary range will be prorated accordingly.
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 Description Summary
This position is responsible for coordinating all educational and professional development events and programs held by the Centre for Teaching Learning and Technology, including logístical and administrative support for seminars, workshops, institutes, meetings and events; as well as general office assistance for the CTLT.
Organizational Status
This position reports directly to the Centre for Teaching Learning and Technology, Marketing & Events Manager and liaises with other staff. It is expected that this position will coordinate procedures, processes and workflow around complex in-person, virtual and hybrid events and routinely interact with individuals internal and external to UBC (eg. caterers, seminar facilitators and seminar participants).
Work Performed
Event Coordination (80%)
Coordinates the complex processes, procedures and workflow for all events, seminars, workshops, conferences and meetings hosted by CTLT and campus partners.
Provides some direction to student employees on the Marketing & Events team on event procedures.
Effectively organizes all pre-planning logistics associated with in-person, virtual and hybrid events such as coordinating schedules, booking rooms, event registration check-ins, in-event moderation, advanced AV, video and zoom conferencing, etc.
Coordinates the processes, procedures and workflow of all meeting arrangements on behalf of CTLT Senior Management.
Prepares catering quotes and has signing authority for up to $1000 for event catering budgets.
Oversees intricate registration process for workshops (eg. the Graduate Instructional Skills Workshops) including coordinating registration, overseeing waitlists, contacting participants, coordinating with facilitators, preparing certificates, and collecting fines.
Executes all event set-up requirements. Tasks include arranging furniture, catering layout/flow, ensuring event space is show ready, coordinating registration, AV support.
Gathers data and helps analyze reports and surveys to support post-event marketing insights, as requested by the Marketing & Events Manager.
Updates and upload events to website content management system (WordPress)
Oversees multiple event calendars on different platforms.
Considerable interpersonal skills required for handling front line registration phone and inquiries.
**Provides events marketing support when needed. Tasks include**: posting event and directional signage, publishing events.
**Oversees post event tasks including**: evaluation reports, participant feedback survey and editing session recordings.
Assists with computation and summary of event evaluations and reports when needed.
Available to work flexible hours depending on business needs.
Administration Support (20%)
Provides office assistance including ordering and maintaining office supplies, organizing and maintaining files, participant records and other records related to activities of the Centre.
Assists in the development of mailing lists and online records administrative systems.
Creating and updating standardized procedures and manuals.
Provides front-facing customer service and handle inquiries at CTLT reception.
Other duties as required.
Consequence of Error/Judgement
Supervision Received
This position reports to the Marketing and Events Manager and receives functional direction from other CTLT staff.
Works independently under general supervision.
Work is governed by broad instructions, objectives and policies, and usually involves frequently changing conditions and priorities. As such, work is reviewed for achievement of objectives, soundness of judgement, attention to detail and quality produced.
Supervision Given
This position may assist with the supervision of student employees.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four 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,