The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

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

Job End Date

This position is expected to be filled by reassignment and is included here to inform you of its vacancy at the University.

This is a hybrid position that requires in-person work at UBC Okanagan’s Okanagan campus in Kelowna, typically three of five days a week.

Job Summary
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.

Organizational Status
Reports directly to the Director, Protocol, Ceremonies & Events.

Work Performed

• 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.

Consequence of Error/Judgement
Due to the level of protocol and the prominence of the individuals involved in the majority of events arranged by Protocol, Ceremonies & Events, as well as the high visibility of these events, this position must maintain a high level of professionalism and a high standard of customer service. Failure to exercise appropriate judgement or in manner or tone, or errors made in planning, budgeting or managing events and initiatives could result in serious embarrassment to the university.

Supervision Received
This position requires independent decision-making and problem solving. This position has regular meetings with the AVP and Directors to discuss major projects and to identify challenges and solutions; however, they determine day-to-day tasks, timelines, and deadlines based on the prioritization of projects. 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 AVP.

Supervision Given
Provides direction to office support staff on event-related tasks, including occasional temporary staff on assignment.

Qualifications

Minimum

• 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.

Preferred

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