Associate Director, Protocol, Ceremonies and Events

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Job Profile

Job Title

Department

Compensation Range

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 the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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 promotion/reassignment and is included here to inform you of its vacancy at the University.

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary

The Associate Director Protocol Ceremonies and Events will develop oversee and manage a variety of ceremonies and events on behalf of the President the Chancellor and other senior administration in keeping with the protocol standards of the Protocol Ceremonies and Events Office and those expected of UBC. They will plan and manage events occurring simultaneously; they will lead on some of the most complex event programs the office is responsible for including Graduation; provide leadership in a fast-paced high producing team; collaborate with senior members of the office including the Senior Director and University Marshal; mentor develop and supervise junior team members; consult with and advise offices of the President Board of Governors and other university clients on matters of protocol and event planning at the direction of or on behalf of the Senior Director Protocol Ceremonies and Events. The incumbent works flexibly and collaboratively within a high profile and high performing (busy) office. This position requires work outside regular hours and may include evenings and weekends and travel.

Organizational Status

Reports to the Senior Director Protocol Ceremonies and Events.

Work Performed

CEREMONIES AND EVENTS MANAGEMENT

• Research analyze and manage a clients needs before advising on all aspects of event management and protocol. Oversee all matters of event preparation and implementation including follow-up and analysis after successful completion.

• Develops relationships with and negotiates contracts with on and off campus suppliers; such as printing food and beverage parking transportation decor and entertainment for events.

• Assess risk affecting events and has input on risk management; develops safety and security plans in collaboration with team members colleagues security staff members RCMP and other first responders.

• Develop and coordinate event assessment evaluation and analysis mechanisms to ensure strategic alignment with campus objectives and continuous event improvement; prepare recommendations for the Senior Director Protocol Ceremonies and Events and implements improved initiatives.

• Oversees events coordinated by event managers as required.

• Consults with and advises the offices of the President Board of Governors and other university clients on matters of protocol in dealing with the Lieutenant Governor the Prime Minister visiting ministers royalty and other VIPs.

• Develops and manages individual event budgets.

• Develop oversee and execute plans for various large scale and complex events including but not limited to donor and potential donor events dignitary and government visits (Prime Minster ministers royalty etc.) recognition and stewardship events for employees multiple building openings and other alumni and student focused events.

• Ensures that UBC policies and guidelines related to ceremonies and events are adhered to (ie. serving and consumption of alcohol travel expenses related to honorary degrees visual identity etc).

GRADUATION

• Develop implement and evaluate all aspects of Spring and Fall Congregation; educate and engage the faculty students and administrative units across campus and to enhance the image of the university in the external community.

• Oversee the Congregation Ceremonies by managing all aspects including but not limited to: ceremony schedule event budget timelines various/multiple external contractors venues parking security and first aid photography and video web site and social media communication and media plans print pieces volunteer program and ceremony participants (internal external award recipients etc.).

• Develop manage and monitor Congregation budget for approval by the Senior Director ensuring costs come within planned budget. Negotiate contracts with on and off-campus suppliers.

• Coordinate and produce all Congregation briefing and scripting materials for Senior Executive; Board of Governors; Chancellor; Honorary Degree Recipients; and other dignitaries some of which are standardized and some of which are unique to each ceremony and event.

• Evaluate and recommend changes for the Congregation programs and activities through the Senior Director and University Marshal to the Chancellor President and if necessary the Senate.

• Support all aspects of Honorary Degree Recognition and Stewardship Program working closely with the Senior Director on the implementation of the program closely monitoring the budget required for same on an on-going basis.

• Responsible for care maintenance and inventory of Academic Regalia (Presidents Chancellors Board of Governors Honorary Degree gowns etc.) owned and stored by Ceremonies; monitoring condition of regalia and purchasing new regalia when required.

• Plan and implements special academic ceremonies such as the installation of a new Chancellor or President; preparing timelines budgets for approval by the Senior Director.

• In collaboration with the Senior Director provide leadership and guidance to institutions across North America on policies and procedures related to congregation planning and implementation.

COMMUNICATION

• Oversees two websites for the Protocol Ceremonies and Events office including the Graduation website to ensure that content is accurate innovative respectful informative for students faculty staff visitors etc

• Guides the development of event collateral including but not limited to invitations programs menus webpages digital signage interactive content.

• Ensures that the focus of our communicative efforts is on maintaining or improving the image of UBC and supporting the UBC brand.

HUMAN RESOURCES AND ADMINISTRATION

• Manages the ceremonies and events schedule for the office; assigns events and work to team members as appropriate; collaborates with the Senior Director to manage staff resources to improve efficiencies and quality of events.

• Develops policies and procedures; makes recommendations and improvements on all event standards ensuring updates are applied and accessible for staff.

• In collaboration with the Senior Director develop and sustain relationships with academic units to take advantage of strategic opportunities forge financial collaborations and identify other synergistic opportunities to advance shared goals particularly as it relates to academic ceremonies and graduation.

• Work as an integral team member and leader within the Protocol Ceremonies and Events team.

• Review assess and may manage escalating client complaints.

• Performs the role of Acting Director Protocol Ceremonies & Events when required during the year.

• Perform other related duties as

Consequence of Error/Judgement

Due to the level of protocol and the prominence of the individuals involved in the majority of events arranged by the Protocol Ceremonies and Event team as well as the high visibility of these events errors or oversights made in planning budgeting or managing events could cause significant harm to the Universitys reputation. The Associate Director Protocol Ceremonies and Events must exercise sound judgment initiative tact and sensitivity in handling matters of a non-routine nature and decide the best approach to ensure successful outcomes. They must be resourceful and able to handle multiple requests; challenges; and deadlines at the same time. They must be skilled at assessing a situation in a crisis management scenario and determining the best course of action requiring clear thinking; ingenuity and resourcefulness. Problems must be solved using sound logic and reason and must be carried out confidently and calmly. The Associate Director Protocol Ceremonies and Events must be able to deal with differing views or competing interests in a composed professional manner and bring a committee to a consensus that will meet all objectives.

Supervision Received

Works under broad policies and guidelines with minimal guidance to meet specific goals. Work is reviewed for achievement of objectives soundness of judgment quality and effectiveness of results. Deviations from practices finalization of budgets and delicate matters of protocol are referred to Senior Director Protocol Ceremonies and Events.

Supervision Given

Manages up to four administrative team members responsible for general office administration event and graduation assistance and data and communications support including hiring training performance management. Must be familiar with and comfortable managing in these areas. Delegates work to other team members. May supervise event management staff. Supervises occasional temporary and/or student staff on assignment for event-related duties & responsibilities. Collaborates with Senior Director to mentor and develop junior team members.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of related experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Undergraduate degree in a relevant discipline. Post-secondary certificate in event management an asset. Minimum of five years experience or the equivalent combination of education and experience. A strong record of planning and implementing events with excellent attention to detail and experience in budget development and control. Knowledge of university policies academic structure and protocol is preferred. Knowledge of hospitality industry an asset.

Exceptional organizational planning project management and interpersonal skills are vital to carry out this role effectively and efficiently. Diplomacy tact sound judgment understanding of and adherence to confidentiality are required at all times. Drive to offer service above and beyond valued. Demonstrated ability in management and strategic planning highly desirable. Must be able to meet multiple demands with corresponding deadlines. Requires flexibility to work long hours sometimes evenings and weekends and travel may be required. Must be able to communicate effectively both verbally and written with a wide range of people including prominent leaders and community members senior executive Deans Directors faculty staff and students external partners and vendors. Computer experience required; MS Windows environment Microsoft Office preferred. Experience working with WordPress and Adobe AcrobatPro preferred. Experience working with graphic design web-based and/or registration system programs is an asset.