Manager, Strategic Campus Events

University of British Columbia•Kelowna, BC

1d•CA$7,502 - CA$10,788•Hybrid

About The Position

This position will work to develop, manage and execute a variety of events for UBC Okanagan, in keeping with the event standards expected of a world-class university. This may include the development, implementation and evaluation of events or initiatives related to new or existing campus-wide events identified by the Director, Protocol, Ceremonies & Events or the Associate Vice-President, University Relations. This position will provide advice and consultation to campus colleagues on event planning which may include providing tools and templates. They will review, evaluate and report on the need for more established and funded campus-wide event support. This position will lead a multi-departmental committee to assess the campus summer use of space guidelines to provide improvements to maximize the use of space and the revenue generated. This position will research and analyze clients' needs before advising on all aspects of event management; develop budgets; develop and monitor communications plans and materials; negotiate contracts with on and off-campus suppliers; coordinate, recruit and train volunteers and assigned colleagues; coordinate and participate in various committees; plan and manage events and initiatives occurring simultaneously; consult with and advise the Director, Protocol, Ceremonies and Events and other university clients on matters of event planning; and perform other related duties. This position works flexibly and collaboratively within a high profile and high performing (busy) office. This position will help position UBC Okanagan Campus as a destination for world-class events and conferences by working with cross-functional group of leaders across disciplines. This position will build relationships with external vendors and contractors who can help UBCO and its community deliver on these world class events.

Requirements

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management
Minimum of four years of related experience, or the equivalent combination of education and experience
Experience in the planning and implementation of projects and/or events, with experience in budget development and control
Experience partnering with units/stakeholders across campus and knowledge of other units; comfort with consultative processes
Experience with website design, content management, and social media
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
Requires flexibility to work long hours, sometimes evenings and weekends
Travel between UBC campuses and sites may be required

Nice To Haves

Experience or certification in Project Management an asset
Experience working with WordPress and Adobe Creative Suite preferred
Experience working with graphic design, web-based and/or registration system programs is an asset
Knowledge of hospitality industry an asset

Responsibilities

Collaborates with colleagues and team members across the portfolio and campus to plan and execute components of strategic and campus-wide events, which may include planning meetings, liaising with visiting guests (speakers, performers, honourees), stakeholders, relationship managers and vendors
Develops and executes plans for a number of high-profile events and/or projects requiring detailed advance planning
Researches and analyzes a client's needs before advising on all aspects of event/project management. Continues to advise and assist with all matters of event preparation and implementation, including follow-up and analysis after successful completion
Negotiates contracts with on and off-campus suppliers
Develops and monitors the budget for events for approval by the Director or AVP and/or client stakeholder
Develops and monitors communications strategy and plans, including the development of relevant collateral, digital presence and promotion
Develops, maintains, evaluates and updates web site content
Manages volunteer participation in events
Designs and implements tools to evaluate events, internally and externally. Reviews findings and prepares recommendations for future event delivery
Identifies policies and or procedures related to campus events that are lacking or need to be updated
Represents University Relations on committees and in meetings where appropriate or at the request of the AVP or Director
Other duties as assigned