Film and Events Coordinator

University of British Columbia • Vancouver, BC

3d • CA$5,526 - CA$7,941

About The Position

The Film and Events Coordinator is responsible for supporting the Film and Events Office, including coordinating outdoor event requests and filming requests at UBC from faculty, staff, students, and external groups. This position will ensure policies are adhered to around the use of outdoor space to effectively manage the relationship between UBC and event or film requestors while ensuring the interests of the University are protected. This position will coordinate all aspects of outdoor event and filming requests at UBC. This will require ongoing communication and coordination with internal and external stakeholders, such as officials across UBC, local and provincial government representatives, emergency services, Vancouver Fire and Rescue Services and RCMP, in order to ensure events and filming on campus are successful. All such endeavors must be strategically coordinated to advance and protect the University’s reputation, and follow UBC’s Vision and Values statements.

Requirements

• Two-year diploma in Hotel Management, Hospitality, Tourism, or Event Management.
• Minimum two years of related experience, or an 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

Nice To Haves

• Experience or the equivalent combination of education and experience in a related field such as event or film management.
• Related experience in a university context, other public sector organizations or similar private sector organizations is preferred.
• Familiarity with municipal permitting processes and experience with municipal event and/or filming approvals is desirable.
• Demonstrated ability to apply a broad knowledge of policies and procedures and draft complex correspondence for signature.
• Ability to establish standards of performance and resolve work problems and to communicate and cooperate with persons at an executive level.
• Excellent written and interpersonal communication skills.
• Strong leadership, organizational and analytical skills.
• Ability to exercise a high level of tact, discretion, judgement and diplomacy in the performance of work-related duties.
• Familiarity with MS Office Suite of procedures and MS Teams.
• Ability to work well with multiple stakeholders with competing interests in a fast-paced, high-volume environment.
• Ability to supervise and work independently.

Responsibilities

• Evaluates, reviews and coordinates all aspects of event and film requests at UBC, ensuring UBC interests are protected and competing uses for public space are managed effectively, with minimal disruption to the campus
• Assesses film scripts for alignment to UBC’s mandates and commitments, as well as understanding of scope and footprint of the proposed production.
• Consults with UBC stakeholders as necessary. Works with campus stakeholders for use of departmental space to ensure stakeholders concerns are addressed.
• Manages all aspects of film requests from reading and assessing film scripts for the appropriateness of filming on UBC property, preparing filming contracts to coordinating onset enforcement of conditions for film productions.
• Assesses, advises and coordinates applicants in order to get event/filming details to an acceptable level before stakeholders are approached for their input. This includes, but is not limited to, date and time details, participant levels, areas impacted, disruption to the campus community, and detailed traffic management plans that involve road closures and enhanced safety perimeters; evaluates and coordinates requests for the use of outdoor spaces to ensure impacts to circulation and access to the UBC community are mitigated and proposes alternative locations or routes to applicants based on a thorough understanding of the campus and where potential issues may arise for each type of event
• Provides services to all interested outdoor event organizers and film productions seeking to access the University campus from start to finish.
• Provides guidance to organizers and productions on event and film-related policies and procedures and manages the University’s relationship with them throughout the duration of their event or filming.
• Manages events and films to minimize impact to the community and to UBC stakeholders; Works with the event organizers or appropriate filming representatives to resolve issues, find solutions and monitors issues to report back to the organizers for future events and/or films; interprets and applies policy development and procedural guidelines to support film and event management
• Performs any other duties as necessary related to the qualifications and requirements of the job.

What This Job Offers

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