Events Manager

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Job Profile

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Department

Compensation Range

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Posting End Date

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

Job End Date

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

UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.

The Events Manager develops strategic plans and is responsible for planning, management, execution, and oversight of a wide variety of events in support of the strategic goals of the UBC Sauder School of Business. In addition, the Events Manager is responsible for promoting and marketing the facilities with a purpose of revenue generation.

The Events manager researches and analyzes clients' needs while providing ongoing communication and feedback. Communicates and services multiple stakeholders while managing complex schedules of events ensuring program standards and protocols required for an internationally recognized business school are met. Provides guidance and assistance to stakeholders in event-related matters.

The Events Manager markets, sells and coordinates event space on behalf of the UBC Sauder School of Business. Oversees the coordination and delivery of events including allocation of resources. Key aspects of this position are: relationship building, account management, sales and exceptional customer service.

Organizational Status
Reports to the Director, Resources and Operations.

Maintains positive, close working relationships with the Dean's Office, Senior Leadership of the school, Alumni Engagement employees, Development Officers, Directors, Associate Directors, Faculty Advisory Board, various business units within UBC Sauder, faculty, employees, students, other faculties on campus, UBC Ceremonies and Events, UBC Service Providers, Prospective External Resources/Clients, Vendors, etc.

Work Performed

• Works collaboratively with internal/external departments, groups, prospective clients, etc. to create, manage, co-ordinate and execute events;

• Manages and implements all elements of event planning, including event logistics, contract negotiation and accurate, timely communications for clear expectations of event delivery;

• Builds and maintains working relationships to deliver innovative and memorable events with key stakeholders and external clients through effective allocation of resources and excellent customer service;

• Researches and purchases all gifts and event giveaways if and when necessary;

• Ensures effective service levels are maintained by undertaking ongoing quality assessment initiatives and remediates issues as appropriate to maintain high quality standards;

• Continuously improves customer satisfaction to create customer loyalty and deliver a positive event experience;

• Develops, monitors and manages budgets for events, forecasting and goal setting including pursues existing/new market opportunities with key industry associations/affiliations that support the UBC Sauder School of Business objectives to increase event sales for potential revenue streams; tracks financial performance;

• Develops and implements space rental marketing strategies (e.g. via site tours, pre-event meetings, emails, phone calls, referrals to the website, etc.);

• Designs and implements tools (e.g. website, collateral materials, etc.) to market/evaluate events, prepares and analyzes event reports, sales data worksheets, budget estimates and other metrics (e.g. surveys, customer feedback, etc.). Reviews findings and provides recommendations for future events;

• Manages student assistants and volunteer participation at events;

• Develops policies, procedures and event standards;

• Develops relationships with suppliers on/off campus and negotiates contracts, printing, decor, entertainment, gift companies, accommodation, transportation, audio visual, etc.;

• Develops and manages relationships with event professions and internal vendors within the University community;

• Manages all pre-, on-site and post-event activities;

• Ensures event venues/facilities are maintained in good operating order for all event activities and initiates various work requests for services before/after event delivery;

• Works in conjunction with various stakeholders (e.g., Facilities Operations, UBC Sauder IT Services, etc.) in the co-ordination of logistics for events set-up (room configuration, set-up, removal, etc.);

• Determines staffing requirements; participates in the interview and selection process including involvement in human resource issues such as: discipline, evaluation and termination. Once employee(s) are hired, ensures employee(s) receive the appropriate training and orientation.

• Oversees risk management associated with the delivery of events and programs;

• Works with Director, Resources and Operations to develop strategic vision for key stakeholder events to maximize the effectiveness of the team in the most cost effective manner; and

• Performs other related duties as required.

Consequence of Error/Judgement
The Events Manager assists in the strategic planning of activities that profile the Dean's Office, Faculty Advisory Board and other senior administrators at the UBC Sauder School of Business in highly visible programs and events. Errors made in planning, budgeting or managing events could result in serious negative reputation, financial and public relations impacts for the school and its partners.

The Events Manager is expected to make decisions and recommendations impacting the school's relationships in the community. Decisions could have significant impact on public perceptions of UBC. A collaborative decision making process with effective and fair outcomes reflect positively on the reputation of UBC. Poor decisions, errors and/or management ineptitude could result in embarrassment for the University.

Incorrect interpretation or communication of university positions, policy and procedures or lack of tact, diplomacy or sensitivity in dealing with stakeholders could potentially result in damaged relationships and credibility for the school leading to potential financial and reputational implications.

The Events Manager is expected to exercise judgment, diplomacy and tact in all interactions. Standards of customer service are essential. This position is an important contact for key stakeholders for the school and requires skill/tact. The interactions of this position with donors, alumni and others external to the University can have serious implications for the UBC Sauder. Poor judgement could lead to the alienation of donors, clients, etc., embarrassment to the UBC Sauder and its senior administration and can result in loss of opportunities, significant financial support to the school, etc.

Supervision Received
While the Event Manager reports to the Director, Resources and Operations, this position has a great deal of autonomy and discretion relating to event negotiations and administrative responsibilities and is expected to make decisions and work independently.

Supervision Given
The Events Manager manages the event coordinators and provides supervision to unionized staff and will from time to time supervise student assistants and volunteers.

Minimum Qualifications

Two-year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum of three years experience or the 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

• A blend of relevant courses and progressive on-the-job training is an asset.

• Results oriented, articulate and creative with excellent customer service and sales skills.

• Experience in developing, planning and implementing successful events, with a solid background in budget development as well as forecasting and reporting.

• Experience in relationship management and proven ability to work with prominent leaders, volunteers and senior administrators.

• Thorough knowledge of the university environment, academic structure, university policies and protocol is preferred.

• Excellent interpersonal, oral and written communication skills. Ability to efficiently and effectively coordinate tasks with multiple deadlines. Excellent attention to detail. Ability to work independently and in a team environment while exercising good judgement at all times.

• Well developed analytical and problem-solving skills are required; along with effective conflict resolution skills with the proficiency to effectively analyze and develop solutions while exhibiting diplomacy and tact.

• Strong negotiation skills required in liaising with internal/external service providers and senior university administration.

• Ability to work well under pressure and ability to manage multiple activities simultaneously with high-energy and positive thinking.

• Excellent administrative, organizational and time management skills with aptitude to re-prioritize efforts as needed.

• Excited to work within a dynamic entrepreneurial environment.

• Knowledge of current technologies for classrooms and meetings is an asset.

• Ability to work flexible hours including some weekends and evenings.

• Computer experience required: Microsoft Office Word, Excel, PowerPoint, etc..

• Strong planning, coordination and execution skills.

• Ability to work with large formal and information teams. Valid driver's license and access to a motor vehicle.