Events Administrator

University of British Columbia•Kelowna, BC

2d•Onsite

About The Position

This position provides administrative and logistical support for large-scale events across the AVP Students portfolio. Working closely with internal partners, this role is responsible for coordinating event planning processes, managing schedules and timelines, arranging facilities and services, administering registration systems, and completing all related financial and procurement transactions. This position may also complete hiring processes for student staff roles. The position plays a critical role in ensuring events are well-organized, compliant with institutional policies, and delivered smoothly and efficiently.

Requirements

Completion of two (2) years post-secondary education.
Over two (2) years’ experience or an equivalent combination of education and experience is required.
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
Proficiency in Microsoft Office Suite and comfort with enterprise systems (e.g., Workday).
High attention to detail and ability to manage dynamic and changing information with confidence.
Problem-solving and critical thinking skills to support decision-making.

Nice To Haves

Experience working in a complex, multi-unit organization, preferably in a post-secondary environment.
Familiarity with HR systems and financial management tools (e.g., Workday) is an asset.
Familiarity with registration systems and event management software.
Experience supporting large-scale or high-volume events with diverse stakeholders.
Knowledge of accessibility, risk management, and equity considerations in event planning.
Administrative excellence and process management
Collaboration and relationship building
Financial and systems proficiency
Problem-solving and adaptability
Customer-service orientation in a student-focused environment
Excellent organizational and project management skills with the ability to redesign and improve processes.
Strong interpersonal and communication skills to collaborate effectively with diverse stakeholders.

Responsibilities

Supports the program lead in each unit as the primary administrative contact for large-scale student events, (i.e. Jumpstart Orientation, Indigenous Summer Camps,) working with multiple campus units to support event planning and execution.
Working with the program lead in each unit, manages the event task tracking to ensure key milestones and deadlines are met.
Supports the development of event plans by gathering requirements, documenting logistics, and coordinating approvals.
Maintains detailed records and documentation for events, including schedules, vendor details, and post-event summaries.
Books and coordinates spaces, rooms, and venues in accordance with university policies and capacity requirements.
Arranges catering services, audio-visual needs, furnishings, signage, and other event logistics.
Sets up and manages event registration systems, including attendee tracking and communications support.
Coordinates transportation and travel arrangements related to events, including buses and guest logistics.
Submits and tracks communications requests (e.g., marketing, digital signage, web postings, and email campaigns) through institutional channels.
May liaise with campus partners such as Facilities, Campus Security, IT, Communications, and external vendors to ensure event readiness.
Provides clear, timely information to stakeholders regarding event logistics and administrative requirements.
Completes all event-related financial transactions using Workday, including requisitions, purchase orders, expense reports, and invoice processing.
Manages event budgets from an administrative perspective, tracking expenses and ensuring alignment with approved funding.
Processes honoraria, contracts, and payments for speakers, performers, and vendors in compliance with university policies.
Conducts post-event financial reconciliation and maintains accurate financial records.
Ensures all event activities adhere to institutional policies, risk management guidelines, and accessibility standards.
Identifies opportunities to improve administrative processes, templates, and workflows related to event planning and delivery.
Contributes to the development and maintenance of standardized tools, checklists, and procedures for student events.