Event Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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 logistical 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

The incumbent will interact with facilitators internal and external to UBC, faculty, students and staff, as well as internal and external vendors, therefore it is important this person exercise tact and be diplomatic. Failure to communicate effectively will damage the reputation of the Centre for Teaching, Learning and Technology limiting its effectiveness. Work is subject to check by the Marketing and Events Manager.

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, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience working in an office environment, event planning, customer services (front-line).

• Able to work a flexible schedule based on business demands.

• Maintain accurate records and have high attention to detail.

• Communicate effectively both verbally and in writing.

• Deal effectively with a diverse group of people and exercise tact and discretion as needed.

• Gather, record and organization information.

• Effective use, at an intermediate level, of computer and web programs eg. Microsoft Office (particularly Word and Excel) and website content management systems (eg. Wordpress).

• Able to take direction and learn new computer programs quickly.

• Experience developing and interpreting statistical reports and surveys.

• Compose and edit correspondence and other materials using clear, concise business English.

• Works well under pressure.