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Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Conferences, Accommodations and Ceremonies, Level B

Job Title

Events & Programs Coordinator

Department

DAE Events

Compensation Range

$5,063.67 - $7,294.50 CAD Monthly

Posting End Date

September 8, 2022

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

Job End Date

Apr 30, 2024

Job Description Summary

To coordinate and implement programs and events associated with Development & Alumni Engagement (DAE) events and the UBC Centenary that promote an appreciation for the lifelong relationship between UBC and its alumni, donors, students and friends, including instilling connections to UBC with constituents in the lower mainland, nationally and internationally. This position plays a significant role in operational planning, and leading and organizing projects and events which all support the strategic efforts of the DAE portfolio. This includes successfully engaging students, alumni, donors and friends in UBC events. Major responsibilities include: customer service, event coordination, programming, research and data management and the development of communication material which includes: invitational letters to high profile keynote speakers and briefing notes for senior administration and keynote speakers. Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends. The events and programs coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external constituents and stakeholders.

Contribute to the success of the DAE Events team as well as the DAE Portfolio as a whole in delivering outstanding stakeholder experiences.

Organizational Status

Reports to Associate Director, Events

Work Performed

Event and Programs

  • Project management for DAE flagship programs and events which include: Alumni Weekend, Alumni Achievement Awards, Campaign Celebrations and the Blue & Gold Revue. Other programs and events the incumbent supports are Presidential events and VIP visits;
  • For the flagship programs and events, the incumbent is responsible for project timelines, planning and coordinating core team committee meetings and the recruitment and selection of a volunteer roster; Responsibilities may include event preparation, research, on site support, reconciling final guest lists
  • Works collaborating with internal and external units, groups, suppliers, etc. to create, manage, coordinate and execute events;
  • 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;
  • Manages on-site production and clean up for events as necessary;
  • Research and data management, drafting and proofing correspondence and documents;
  • Participate in preliminary research on speakers and topics as assigned;
  • Maintain and update information on speakers;
  • Support and build strong relationships with partners across campus, including faculties, departments, student enrollment and development, and suppliers;
  • Participate as a core member of event working groups, contribute to agendas, schedule meetings, liaise with other group members;

Communications

  • Collect content to support event and programming collateral from multiple sources and staff;
  • Draft and proof copy for invitation materials, program pieces, interactive elements;
  • Monitor, manage inventory, research and negotiate new items related to signage, swag, branded items for events;
  • Volunteers
  • Manages volunteer recruitment, training, on site supervision and recognition for feature activities
  • Research best practices around event volunteerism;
  • Manage data and share knowledge and information regarding event volunteers including speakers and special guests;

Other Duties

  • Responsible for maintaining relationships through the customer service provided to the most prominent and engaged alumni during the registration process (including online, phone, email) and payments via email, web, phone and fax by setting up online rsvp forms; pulling rsvp reports from system; responding and following up to RSVPs; following up on receipt of payments;
  • Prepare event materials including rsvp lists, seating plans, nametags, briefing packages, placecards etc.
  • Develop and maintain processes and procedures to support events and programs as required
  • Perform other duties as required as related to the general business of DAE Events team and Portfolio.

Consequence of Error/Judgement

Programs and events conducted by the Development and Alumni Engagement portfolio on behalf of the University and Alumni Associate are very public. The interactions of this position with our constituents and others external to the university can have serious implications for the DAE portfolio. Inappropriate judgement and/or errors made in communicating with alumni, donors and friends of the university could damage the reputation of the DAE Portfolio and/or the university, as well as alienate alumni members, donors and volunteers, university faculty members and officials.

Inappropriate judgment and/or errors made in managing relationships across and beyond campus could impair the ability of the DAE Portfolio to effectively implement its programs and services and negatively impact the reputation of senior offices, including the President.

Supervision Received

Reports to the Associate Director, Events, and works closely with the Director, Donor & Alumni Events and Event Managers. Works collaboratively with other DAE Events team and Portfolio team members, based on specific projects and duties. Performance goals and expectations will be agreed upon with the supervisor and the incumbent will undergo a performance review. Work is reviewed for achievement of objectives, soundness of judgement, quality and effectiveness of results. Deviations from practices, finalization of budgets and delicate matters of protocol are referred to the Director, Donor & Alumni Events and the Senior Director, Stewardship & Events.

Supervision Given

No supervision of staff exercised, however the incumbent will be responsible for supervising event volunteers.

Preferred Qualifications

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management.Undergraduate degree preferred.Minimum of three years experience or the equivalent combination of education and experience.Knowledge of university policies and protocol. Prior experience in the planning and implementation of events, with experience in budget development and control an asset. Experience working in hospitality industry and/or with fundraising or fundraising organizations an asset; Experience with MS Office suite and particularly with managing multiple lists using MS Excel; Experience with UBC Links an asset. Comfort with web-based event management systems an asset. Excellent interpersonal skills.Excellent verbal and written communication skills.Strong organizational and analytical skills.Ability to effectively manage time and to work well under pressure.Excellent attention to detail.Excellent organizational skills.Creative thinking and problem-solving abilities.Comfort with consultative process.Drive to offer service above and beyond.Comfort with web-based event management systems a plus.Tact and discretion.Ability to manage multiple projects with overlapping deadlines and milestones.Financial reporting experience an asset.Experience working with volunteers an asset.

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