Staff - Union
Job CategoryCUPE 2950
JOB PROFILECUPE 2950 Hourly - Administrative Support 4 (Gr7)
Job TitleEvent Coordinator, Opera and Voice Division
DEPARTMENTOpera | School of Music
Compensation Range$26.38 - $27.72 CAD Hourly
Posting End DateDecember 7, 2021
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date Jun 30, 2022
Please note that this position is a part-time hourly-paid appointment.
The Event Coordinator of the Opera and Voice Division (OVD) is a part-time hourly-paid position that coordinates a wide variety of high-profile public performances in both local and international markets, principally in support of the strategic goals of the School of Music Opera Program. The position is responsible for providing administrative and finance coordination as well as event coordination and logistics support for all events in the OVD, including rehearsals, symposia, conferences, productions, tours, and other professional engagements. In addition to coordinating a complex schedule of events, this role also provides general administrative and scheduling support to the Chair OVD, and the Chair's research project. This role is also responsible for coordinating event related communication with both internal and external stakeholders. The Event coordinator provides ongoing communication and feedback to the OVD Chair, while ensuring that event standards required for an internationally recognized Opera Division are met.
This is an ongoing part-time hourly position at 0.6 FTE and salary will be pro-rated accordingly .
The Event Coordinator reports to the Administrator for the School of Music, with a dotted line report to the Chair of the Opera and Voice Division. The Event Coordinator works with the OVD Chair on a daily basis.
Works collaboratively with various stakeholders to coordinate OVD public performances in multiple on-campus, local, national and international locations.
Coordinates set up and other event logistics, for OVD rehearsals, productions, workshops, professional engagements with external clients including ensuring all event setup details are in order, participating in and delegating to student workers. Solves last-minute problems with room arrangements/equipment etc. May be required to be present at events.
Provides planning, coordination, and scheduling support for OVD events, including rehearsals, symposia, and productions;
In consultation with the chair, OVD, coordinates and tracks human, financial and physical resources required for OVD rehearsals, productions, research and events, ensuring that financial and administrative processes align with UBC and School policies and practices.
Coordinates, tracks, and reconciles OVD event and research related expenses, ensures all expenses are correctly reimbursed
Coordinates financial processes and submits all expenses to ASC Finance team for processing;
Coordinates travel logistics for OVD summer tour including booking hotels, flights, and other transportation.
Coordinates event and research related communication with internal and external stakeholders and coordinates the smooth transfer of information between all relevant individuals, programs and academic and research clusters within the School of Music, Chan Centre, and professional organizations.
Provides administrative support to Chair, OVD, research projects including coordinating and scheduling research subjects, tracking and submitting research subject payments and reimbursements to the ASC; scheduling research meetings
In consultation with the Chair, designs and implements survey and discussion questions to evaluate events. Reviews findings and provides recommendations for future events.
Provides scheduling and calendar management support to Chair, OVD
In consultation with Chair, OVD, coordinates and tracks contracts with individual professionals, research partners and subjects, partner institutions, universities, festivals and other cultural or community organizations.
In collaboration with staff or partners who may have responsibility for specific risks such as safety with lighting and stage scenery, tracks and escalates any safety or maintenance concerns as required. Places maintenance and safety requests.
Coordinates efficient planning and execution of all pre-, on-site, and post-event activities and research events.
Performs other duties as required.
Consequence of Error/Judgement
Errors made in coordinating events could result in serious negative reputational, financial and public relations impacts for the School of Music, the Opera and Voice Division and its high-profile professional collaborators. Incorrect interpretation or communication of University policy and procedures or lack of tact, diplomacy or sensitivity in dealing with faculty, staff, students, alumni, donors and senior administrators could potentially result in negative impacts on student learning opportunities, outcomes, and progress, or in damaged relationships and credibility.
This position works in close daily consultation and guidance from the Chair of the Opera and Voice Division . Performs most duties independently, seeks advice on unusual or non-routine matters not covered by documented policies and procedures.
Trains and delegates work to Work Learn student employees and volunteers.
Undergraduate degree, prefer graduate-level University degree in opera or another relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Minimum five years of related arts management, administrative and supervisory experience, or an equivalent combination of education and experience preferably in Opera. Experience in the opera profession and in scheduling rehearsals would be considered an asset. Experience in managing Front of House and Box Office personnel is desirable. Some human resource management and marketing experience, preferably in the arts and culture sector, would be considered an asset. Computer experience required. Knowledge of financial systems and business applications. Effective oral and written communication, interpersonal, analytical and organizational skills. Ability to work both independently and within a team environment. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to efficiently and effectively coordinate tasks. Ability to gather, record, and organize information. Ability to effectively use software at an intermediate level (e.g., Outlook, MS Word, MS Excel, Web Sites). Ability to effectively manage multiple tasks and priorities. Ability to prepare and adjust schedules to accommodate all requirements. Ability to accurately create and maintain records. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work in a team environment. Ability to work independently with minimal supervision. Ability to provide quality service to customers, donors, students, staff and faculty in a courteous, patient manner. Ability to work toward consensus and resolve differences. Ability to foster community relationships and fundraising opportunities. Ability to effectively market, promote, and sell products and services. Ability to perform financial planning functions. Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources. Ability to accurately process cash/credit card transactions. Ability to make thoughtful, informed, and thorough decisions.