Event Manager

JOB SUMMARY

The incumbent is responsible for planning, organizing and executing a variety of high-profile local, national and international alumni and donor events, online and in person, in support of the strategic goals of the VPDAE portfolio, to increase donations or deepen engagement with the university. The incumbent is responsible for implementing event standards and protocols expected of a world-class university. The Events Manager is positioned in the organization to plan, implement and deliver on the VPDAE's 'outstanding stakeholder experiences' strategy while collaborating with various stakeholders across campus, in every faculty, each VP office, the Board of Governors and the President's Office.

Major responsibilities include researching and analyzing clients' needs; ensuring consistent delivery of events; following UBC, VPDAE and Alumni Association policies; developing and managing event budgets; managing stakeholder expectations and vendor relationships; follow-up and analysis upon completion of events; coordinating and participating in various committees; planning and coordinating events occurring simultaneously; assisting alumni and university clients regarding event coordination; and performing other related duties. This role may work with the university's most significant donors and alumni in planning their recognition and engagement events, coordinating speech requirements and as necessary, delivering events in public venues on and off campus and in private homes.

ORGANIZATIONAL STATUS

Reports directly to the Director, Donor & Alumni Events.

Works with: alumni UBC, Development Office, Communications and Ceremonies teams; UBC faculty and staff involved in external relations; UBC service providers; external vendors; and other senior administrators, including the Board of Governors, Presidents Office and Deans as required.

Contacts: Alumni, donors; external community and organizations.

Supervises: Student employees.

WORK PERFORMED

Events:
- Executes event strategies that create awareness for the largest fundraising and alumni engagement campaign in Canadian history, FORWARD, the campaign for UBC and to help promote UBC as a world-class university through local, national and international celebrations, events, and programs;
- Leads the collaboration of idea generation and consultation for all DAE events to develop the strategic and creative vision for DAE signature events with the desired outcome to further the goals and strategies of the campaign and the university;
- Positioned as experts/consultants to senior management of how to execute and ensure an "outstanding stakeholder experience" strategy for DAE. Whenever a relationship manager is considering an event with donors or alumni, the incumbent is relied upon to provide advice, leadership and direction on event details, the strategy for the event, the expected outcomes and the follow-up strategy - all with a mind to either increasing donations or deepening engagement with the University;
- Responsible for planning, managing and executing DAE programs online and in-person, such as Homecoming, Alumni Achievement Awards, UBC Dialogues, Uniquely UBC, Giving Day, University giving circle events and other events. May also include special engagement and/or recognition events and celebrations for distinguished alumni and donors, building openings and VIP/high profile visits;
- Develops, monitors and manages event budgets ranging up to $60,000 per event;
- Project Manager and lead a collaborative effort with various stakeholders across campus including: DAE colleagues, the President's Office, the Board of Governors, each VP office, every faculty, campus security, Public Affairs, catering units, parking etc;
- Sets and manages timelines to keep the project moving along and responsible for each piece being completed in accordance with those set dates;
- Adheres and contributes to streamlined event delivery that meets the needs of alumni and donor constituents, colleagues and stakeholders;
- Identifies and advises on potential event risks that may be embarrassing or pose a risk to the DAE portfolio or University;
- Manages volunteer participation in events, reflecting the volunteer strategy articulated for the DAE portfolio;
- Designs and implements tools to evaluate events, internally and externally. Reviews findings and prepares recommendations for future event delivery;
- Negotiates contracts with internal and external vendors;
- Collects and consolidates event metrics;
- Travels to events outside the Lower Mainland as required;
- Other events and duties as assigned.

Alumni & Donor Relations:
- Works closely with all Alumni and Development colleagues to create event strategies and ensures that the events support the strategic goals of the VPDAE portfolio, specifically identified outcomes, building of partner relations and enabling the university to further donor relations and increase donor gifts and alumni engagement;
- Leads events to advance the Alumni and Donor Relations strategies in various markets locally, nationally, and Internationally;
- Leads and trains student and staff volunteer teams in successfully executing alumni and donor events;
- Maintains accurate alumni and donor profiles and program information in the University's database in a timely, accurate and appropriate manner;
- Supports volunteer committees to plan and implement events to support peer to peer engagement and to empower volunteers.

Partner Relations:
- Project manages events and programs through leading a collaborative effort with various stakeholders across campus including: multiple colleagues across campus, in every faculty, each VP office, the President's Office, the Board of Governors, campus security, Media Relations, catering units, parking, etc;
- Leads cross-portfolio and university-wide committees through the planning and execution of events. Works directly with senior leadership within DAE and the university;
- Leads the collaboration between multiple internal stakeholders with different agendas and often competing goals and expected to agree on event strategies and outcomes;
- Collaborates and develops best practices in DAE event and program delivery and evaluation;
- Consults, advises and directs on event best practices;
- Identifies opportunities for event sponsorship and works closely with DAE colleagues to ensure sponsorship agreements are met;
- Key contributor to internal partnerships by sharing knowledge and information acquired through partner interactions;
- Identify, manage, engage and develop relationships with internal and external suppliers.

Communications:
- Works with Alumni and Development Communications teams to develop event communications including invitations, web presence and content, social media content, Trek UBC Magazine content, giving circle newsletters, event calendars and general communications, and to ensure timely delivery of communication vehicles for events;
- Other duties as assigned.

CONSEQUENCE OF ERROR

Given that the incumbent will work regularly with prominent alumni and donors as well as faculty members, senior administration, and significant friends and partners of the university, the Events Manager is expected to exercise judgment, diplomacy and tact in all interactions. Standards of customer service are essential. Errors in event planning and delivery could have high implications. Poor judgment or inferior standards of customer service could alienate alumni, damage the university's reputation, as well as negatively impact potential opportunities to engage alumni as friends, volunteers and donors.

SUPERVISION RECEIVED

Reports directly to the Director, Donor & Alumni Events. The incumbent completes tasks independently against set objectives and performance expectations, within a collaborative work environment. Deviations from practices and delicate matters of protocol are referred to Director, Donor & Alumni Events or Associate Director, Events.

SUPERVISION GIVEN

Supervises student employees. Supervises volunteers and staff on-site at events.

MINIMUM QUALIFICATIONS

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Two-year diploma in Event Management and four years' experience, or equivalent in education and experience. Undergraduate degree preferred. Minimum of four years experience or the equivalent combination of education and experience.

PREFERRED QUALIFICATIONS

Knowledge of university policies and protocol. Prior experience in the planning and implementation of events, with experience in budget development and control required. Experience running webinars and online events an asset (training could be provided otherwise). Experience working in hospitality industry and/or with friendraising or fundraising organizations an asset; experience monitoring budget and administering financial reporting and documentation, as asset. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to communicate effectively verbally and in writing. Ability to maintain accuracy and excellent attention to detail. Ability to effectively manage time and to work well under pressure. Excellent Organizational skills. Drive to offer service above and beyond. Ability to identify contentious issues and respond with tact and discretion. Ability to manage multiple projects with overlapping deadlines and milestones. Financial reporting experience an asset. Experience working with volunteers an asset. Comfort with web-based event management systems a plus Intermediate computer skills with Windows 2007, Office XP Pro, Outlook and Internet. Knowledge of UBC LINKS an asset. Ability to operate the normal range of office equipment.