Events Administrator

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Posting End Date

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

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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

This position provides administrative and logistical support for large-scale events across the AVP Students portfolio. Working closely with internal partners this role is responsible for coordinating event planning processes managing schedules and timelines arranging facilities and services administering registration systems and completing all related financial and procurement transactions. This position may also complete hiring processes for student staff roles. The position plays a critical role in ensuring events are well-organized compliant with institutional policies and delivered smoothly and efficiently.

Organizational Status

This position reports to the Manager Operations and Administration in the AVPS Office.

Work Performed

Event Administration & Coordination

• Supports the program lead in each unit as the primary administrative contact for large-scale student events (i.e. Jumpstart Orientation Indigenous Summer Camps) working with multiple campus units to support event planning and execution.

• Working with the program lead in each unit manages the event task tracking to ensure key milestones and deadlines are met.

• Supports the development of event plans by gathering requirements documenting logistics and coordinating approvals.

• Maintains detailed records and documentation for events including schedules vendor details and post-event summaries.

Logistics & Operational Support

• Books and coordinates spaces rooms and venues in accordance with university policies and capacity requirements.

• Arranges catering services audio-visual needs furnishings signage and other event logistics.

• Sets up and manages event registration systems including attendee tracking and communications support.

• Coordinates transportation and travel arrangements related to events including buses and guest logistics.

Communications & Stakeholder Coordination

• Submits and tracks communications requests (e.g. marketing digital signage web postings and email campaigns) through institutional channels.

• May liaise with campus partners such as Facilities Campus Security IT Communications and external vendors to ensure event readiness.

• Provides clear timely information to stakeholders regarding event logistics and administrative requirements.

Financial Administration & Procurement

• Completes all event-related financial transactions using Workday including requisitions purchase orders expense reports and invoice processing.

• Manages event budgets from an administrative perspective tracking expenses and ensuring alignment with approved funding.

• Processes honoraria contracts and payments for speakers performers and vendors in compliance with university policies.

• Conducts post-event financial reconciliation and maintains accurate financial records.

Compliance & Continuous Improvement

• Ensures all event activities adhere to institutional policies risk management guidelines and accessibility standards.

• Identifies opportunities to improve administrative processes templates and workflows related to event planning and delivery.

• Contributes to the development and maintenance of standardized tools checklists and procedures for student events.
  

Consequence of Error/Judgement

Must be able to work independently and exercise sound judgment and decision making in managing the administrative processes and strategies for the portfolio. Must exercise good judgement in identifying and bringing forward key issues providing advice and developing partnerships.

Supervision Received

Works autonomously and with wide latitude under the supervision of the AVPS Administrator and work is reviewed in terms of sound management practices

Supervision Given


Minimum Qualifications
- Completion of two (2) years post-secondary education.

- Over two (2) years experience or an equivalent combination of education and experience is required.

- 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

• Experience working in a complex multi-unit organization preferably in a post-secondary environment.

• Familiarity with HR systems and financial management tools (e.g. Workday) is an asset.

• Familiarity with registration systems and event management software.

• Experience supporting large-scale or high-volume events with diverse stakeholders.

• Knowledge of accessibility risk management and equity considerations in event planning.

• Administrative excellence and process management

• Collaboration and relationship building

• Financial and systems proficiency

• Problem-solving and adaptability

• Customer-service orientation in a student-focused environment

• Excellent organizational and project management skills with the ability to redesign and improve processes.

• Strong interpersonal and communication skills to collaborate effectively with diverse stakeholders.

• Proficiency in Microsoft Office Suite and comfort with enterprise systems (e.g. Workday).

• High attention to detail and ability to manage dynamic and changing information with confidence.

• Problem-solving and critical thinking skills to support decision-making.