Coordinator, Protocol, Ceremonies & Events

University of British Columbia • Kelowna, BC

6d • CA$4,695 - CA$5,385 • Onsite

About The Position

This position provides complex and confidential event and administrative support to the university’s ceremonial and strategic events, including the spring graduation ceremonies, recognition and VIP events and university-wide special events. This role works closely with team members, University Relations team and administrative and faculty units across campus and requires exceptional organizational skills, communication and collaboration skills, and the capacity to manage and prioritize urgent tasks. This position is the initial point of contact for all non-academic space booking requests for staff, students and faculty. This position oversees the non-academic space booking system and consults on ad-hoc academic space bookings in order to maximize the availability of space bookings across campus. In collaboration with campus stakeholders, this role supports users through the required steps for planning safe, high-quality events, while contributing to the development of resources and the improvement of related processes. This position requires strong customer service skills, careful attention to policies and guidelines, and in-depth knowledge of related campus spaces and services.

Requirements

• Completion of two (2) years post-secondary education.
• Minimum of four years of related 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.
• Computer experience required; demonstrated advanced skills with Microsoft Office, particularly with managing multiple lists using Excel.
• MS Windows environment, Microsoft Office preferred.
• Knowledge of university policies and protocol, organizational structure and strategic goals and values required.
• Demonstrated organizational, planning and analytical skills; solutions-oriented mindset.
• Demonstrated customer service, interpersonal and relationship-building skills.
• Demonstrated attention to detail.
• Demonstrated to work in a team environment and with a wide range of people.
• Ability to react, decide and improvise under pressure.
• Demonstrated ability to communicate effectively, both orally and written, with a wide range of people, including senior executive, deans, directors, faculty, staff, and students.
• Diplomacy, tact and understanding of and adherence to confidentiality are required at all times.
• Demonstrated ability to meet multiple and complex priorities with corresponding deadlines.
• Drive to offer service above and beyond valued.
• Requires a flexible schedule to work longer hours and on occasion evenings and weekends.
• Must have access to a reliable vehicle to attend off campus events as needed.

Nice To Haves

• Experience related to project and event coordination preferred.
• Experience partnering with units/stakeholders across campus and knowledge of other units; comfort with consultative processes.
• Experience working with graphic design, web-based and/or registration system programs is an asset.
• Knowledge of hospitality industry an asset.

Responsibilities

• Oversees the space booking process, including managing booking requests, review of the event submissions, approval of the requests and event submission, and issues as they arise.
• Coordinates the campus event standards and process in collaborating with Campus Security, Facilities Management and Campus Operations and participates in the reviewing of events.
• Liaises with key campus partners to share regular and as needed updates on the non-academic events to support work plans and service delivery, as well as to mitigate risk.
• Liaises with Enrolment Services to share regular and as needed updates, further collaborates to ensure a seamless experience for those booking event space on campus and follows the set event protocol.
• Facilitates and manages large-scale bookings, in non-academic and academic spaces, for strategic partners and important university events and initiatives.
• Provides analytical support of the campus space booking process and bookings.
• Collects, analyzes and reports on event and space metrics to inform processes and support campus partners.
• Coordinates and explores new bookable non-academic spaces to maximize the use of all space on campus to support more events and initiatives and involving and consulting with campus stakeholders.
• Participates in event and space related campus committees.
• Edits and moderates the Book Space website content to ensure information is accurate, useful, and timely.
• Manages multiple Outlook in-boxes for related responsibilities and duties.
• Supports event organizers with the required steps in planning safe and quality events.
• Collaborates with campus stakeholders to develop resources for event planning and enhancement of processes.
• Build and sustain strong relationships with campus and external partners, who book and use space on campus, and who plan and execute events.
• Coordinates and leads projects related to space and events as requested by management.
• Manages multiple spreadsheets housing important space and event related information, providing updates as necessary.
• Supports the review, processing and specific coding of invoices to ensure accurate processing and payment (in Workday) and proper tracking of the Protocol, Ceremonies & Events budgets.
• Receives and processes expenses/receipts from management for coding, reconciliation of UBC credit cards transactions, or for reimbursement.
• Stays current with UBC financial systems and training.
• Provides administrative support to department managers; which may include coordinating and scheduling meetings taking minutes and notes.
• Responds to telephone, email and in-person inquiries that may be confidential, sensitive or complex in nature, and provides information in a professional and tactful manner.
• Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Manager.
• Provides event coordination and execution support for UBCO Debate Series events and events managed by the Protocol, Ceremonies & Events unit; including booking space, arranging and liaising with on-campus and/or off-campus services, recruit, liaise, and train volunteers and assigned colleagues and other related administrative duties.
• Supports with the coordination of event communications, communication plans and materials, working alongside copywriters and designers to achieve event specific goals, sends communications and tracks responses.
• Coordinates the set-up of suppliers in Workday for external speakers and handles and reconciles travel expenses and per-diems on their behalf.
• Prepares, proofreads and edits event collateral, such as posters, maps, signage, etc.
• Prepares, formats and prints other documents required for events including but not limited to nametags, seating plans, chair tags, important event documents, etc.
• Fosters an environment of event excellence at UBCO with sharing of event best practices and information.
• Provides on-site event support including set-up, registration desk, and assistance with program activity, and post-event take down.
• Ensures that UBC policies such as those related to records management, access and privacy are adhered to and identifies potentially embarrassing or dangerous situations.
• Provides feedback in post-event evaluation, analysis and provides recommendations for changes.
• Completes post event tasks including organizing and culling files, processing invoices and completing any other follow-up tasks related to the event.
• Collects and analyzes information and coordinates details to support each ceremony.
• Coordinates and distributes multiple complex guest lists and invitations (including manipulating and compiling data for guest lists).
• Ensures accuracy of data provided from internal and external groups including correcting errors and/or omissions.
• Coordinates numerous complex RSVP categories and responses for each individual ceremony, including accessible seating requests from students and attendance at the honorary degree dinner.
• Uses RSVP data to assist in the creation of the Chancellor’s Procession lists for each ceremony, in keeping with university protocol.
• Coordinates, formats and prints seating tags for the platform party in accordance with the procession list, as well as numerous other seating plans such as VIP and accessible seating for each ceremony, and the honorary degree dinner.
• Edits and moderates the web content for UBC Okanagan Graduation website.
• Coordinates the printing and organization of ceremonial and informational binders including Book of Words, briefing notes, schedules, etc., (each of which is unique to a particular ceremony) for the Chancellor, President, DVC and other members of senior administration.
• Performs other related duties as required.

Benefits

• UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
• Recognized as a leading employer in British Columbia and Canada

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree