Events Manager

Job Category

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 Description Summary

The events manager will work to develop manage and execute plans for a variety of university ceremonies and events on behalf of the President and/or the Chancellor in keeping with the protocol standards expected of a university. This may include the development implementation and evaluation of university functions related to faculty staff and student recognition such as the Staff BBQ Breakfast with the President student award receptions; coordinating academic and special recognition ceremonies and related events such as graduation receptions to celebrate teaching prizes emeriti recognition events; managing event logistics for Presidential event series and recognition programs such as UBC Connects the President s Concert Series and the President s Medals. The events manager will research and analyze clients needs before advising on all aspects of event management; develop budgets for events; negotiate contracts with on and off-campus suppliers; coordinate and participate in various committees; plan and manage events occurring simultaneously; consult with and advise President s Office Board of Governors and other university clients on matters of protocol event planning etc.; and perform other related duties. 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.

Organizational Status

Reports directly to the Director Ceremonies and Events.

Work Performed

- Develops and executes plans for various events both annual and one-off events. The types of events may vary to include university functions staff faculty and student recognition and engagement events recognition events for government and donors as well as building openings VIP visits annual ceremonies presidential event series and recognition program;
- Responsible for planning and executing components of graduation events as assigned by the Director such as the Honorary Degree events and celebrations managing logistics backstage coordinating student processions providing assistance in the robing room etc;
- Collaborates with colleagues and team members to facilitate the 25 Year Club and Quarter Century Club recognition activities which may include planning meetings liaising with committee members on issues relating to membership planning and executing the recognition dinners ensuring that the criteria and policies are maintained and other related tasks including overseeing website content and ensuring accurate up to date information is provided;
- Collaborate with colleagues and team members across the portfolio and in the President s Office to manage logistics for Presidential event series and programs such as UBC Connects the President s Concert Series and the President s Medals which may include planning meetings liaising with visiting guests (speakers performers honourees)
stakeholders relationship managers and vendors planning and executing student events public events and formal gala dinners overseeing website content and ensuring accurate up to date information is provided;
- Researches and analyzes a client s needs before advising on all aspects of event management. Continues to advise and assist with all matters of event preparation and implementation including follow-up and analysis after successful completion;
- Ensures that UBC policies related to all aspects of event management financial and supply management are adhered to. Identifies potentially embarrassing or dangerous situations;
- Negotiates contracts with on and off-campus suppliers;
- Develops and monitors the budget for events for approval by the Director and/or client stakeholder;
- Plans and manages a number of events occurring simultaneously requiring detailed advance planning as well as the ability to react decide and improvise under pressure;
- Consults with and advises the President s Office 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 including members of Indigenous communities;
- Contributes to other events and provides assistance to Office when necessary including events outside of regular working hours and providing back-fill coverage for colleagues;
- 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 the Ceremonies and Events department as well as the high visibility of these events errors made in planning budgeting or managing events could result in serious embarrassment to the university.

Supervision Received

This position requires independent decision-making and problem solving. The Manager has regular meetings with the Director to discuss major projects and to identify challenges and solutions; however s/he determines 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 Director Ceremonies and Events.

Supervision Given

Supervises office support staff on event-related tasks including occasional temporary staff on assignment.

Minimum Qualifications
Two year diploma in Hotel Management Hospitality Tourism or Event of four years 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

Minimum of four years experience in the planning and implementation of events with experience in budget development and control. Knowledge of university policies and protocol. Knowledge of hospitality industry an asset. Experience in working with fundraising organizations an asset. Excellent organizational planning project management and interpersonal skills are required. Must be able 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. Must be able to meet multiple demands with corresponding deadlines. Drive to offer service above and beyond valued. Requires flexibility to work long hours sometimes evenings and weekends. 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.