Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Conferences, Accommodations and Ceremonies, Level B

Job Title Events and Projects Coordinator, Development & Alumni Engagement

Department Operations | Development and Alumni Engagement | UBC Sauder School of Business

Compensation Range $5,063.67 - $7,294.50 CAD Monthly

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.

Posting End Date September 21, 2023

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

Job End Date

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

UBC Sauder School of Business is one of the world\xe2\x80\x99s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The UBC Sauder Development and Alumni Engagement (DAE) team has a mission to inspire involvement and investment in UBC Sauder to drive innovation, further business knowledge and lead change for a better world. The development team is responsible for leveraging individual philanthropy and business partnerships in support of priority initiatives of the school.

The Events and Projects Coordinator at the UBC Sauder Development and Alumni Engagement supports the UBC Sauder strategic plan and contributes to the success of the DAE portfolio by delivering memorable and impactful experiences to UBC Sauder supporters and the greater community.

The Events and Projects Coordinator leads planning and execution for a variety of high-profile donor, alumni and prospect events in local, national and international markets in support of the strategic goals of the UBC Sauder DAE unit, with a focus on events in support of Development.

The Coordinator develops and recommends event strategies, communicates and services multiple stakeholders while managing a complex schedule of events and projects and ensuring the program standards and protocols required for an internationally recognized business school are met.

Organizational Status

Reports to Manager, Operations, Donor Engagement and Community Giving.
Works with UBC Sauder DAE senior leadership, Development Officers, Associate Directors, Dean\'s Office, and UBC Sauder Faculty Advisory Board.
Collaborates and liaises with UBC Sauder DAE and Central DAE colleagues, UBC Sauder faculty, various UBC Sauder units, UBC Ceremonies and Events, service providers and vendors.

Work Performed

Works collaboratively with UBC Sauder Development colleagues as well as with various UBC Sauder, Central DAE and other UBC units to create, manage and coordinate DAE events in support of donor engagement locally, nationally and internationally.

Develops proposals, plans and executes all event logistics.

Manages all pre, on-site, and post event activities, including but not limited to invitations, RSVPs, set-up, registration, briefing meetings and note, etc.

Supports in the development and implementation of UBC Sauder donor engagement initiatives to advance the unit\xe2\x80\x99s and school\xe2\x80\x99s strategic plans.

Researches and purchases all donor, prospect, board member gifts and event takeaways.

Manages volunteer participation at events, including selection, recruitment, orientation and support for program volunteers.

Builds and maintains working relationships to deliver innovative and memorable events through effective allocation of resources and excellent customer service.

Develops, monitors and manages event budgets and project timelines for Development events.

Leads all event purchasing, ensuring vendor invoices are paid, and purchase orders are completed in accordance with UBC and UBC Sauder expenditure and financial guidelines.

Provides support for key UBC Sauder Faculty Advisory Board meetings and events, working closely with the Dean\xe2\x80\x99s Office.

Serves as a resource person for various programs and events across the unit. Provides guidance to internal stakeholders in event related matters.

Develops and manages working relationships with suppliers and service providers on and off campus and negotiates contracts.

Develops event metrics with Manager, and performs evaluations of event ROI. Analyzes statistical information, documents, reports on results and provides recommendations for future events.

Works on projects connected to donor recognition, communications, and campaign initiatives to enhance donor engagement strategies.

Collaborates with other DAE colleagues on donor engagement and community initiatives to support the unit\xe2\x80\x99s overall strategy. This may include table sponsorships, Central Development initiatives and campaign activities.

Develops, maintains and ensures the use of processes, procedures, briefs and systems to support events and project planning, and maintenance of event standards.

Oversees risk management associated with the delivery of events and projects.

Performs other duties as required.

Consequence of Error/Judgement

Given that the Events and Projects Coordinator assists in the strategic planning for activities outside the Metro Vancouver that profile the UBC Sauder Dean, Faculty Advisory Board and other senior leaders at UBC Sauder in highly visible programs and events, errors made in planning, budgeting or managing events could result in serious negative reputational, financial and public relations impacts for the school and its partners.
The Coordinator is expected to make decisions and recommendations impacting the school\'s relationships in the community. Incorrect interpretation or communication of university positions, policy and procedures or lack of tact, diplomacy or sensitivity in dealing with alumni, donors and senior administrators could potentially result in damaged relationships and credibility for the UBC Sauder DAE unit and the Dean\'s Office leading to potential financial and reputational implications.
Standards of customer service are essential. Poor judgment could lead to the alienation of donors, embarrassment to the school and its senior leadership and can result in the loss of opportunities and significant financial support to the school.

Supervision Received

Reports to the Manager, Operations, Donor Engagement and Community Giving.

Works independently under minimal direction with autonomy and discretion relating to event negotiations and administrative responsibilities.

Supervision Given

May supervise student assistants and volunteers.

Minimum Qualifications

Two-year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum of three years of related experience, or the equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own.

Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

A proven record in the creation, management and execution of events, with experience in budget development is required.

A record of implementing successful events and programs in the field of fundraising and/or alumni relations is preferred.

Demonstrated experience in relationship management and proven ability to work with prominent leaders, volunteers and senior administrators with professionalism.

Thorough knowledge of the university environment, academic structure and university policies and protocol is an asset.

Excellent interpersonal, verbal and written communication skills. Skills in conflict resolution and collaboration.

Excellent administrative skills are required. Ability to efficiently and effectively coordinate tasks with multiple deadlines.

Must be highly organized and detail-oriented.

Strong planning, coordination and execution skills.

Exceptional time management, analytical and problem-solving skills, as well as ability to manage multiple projects and timelines.

Ability to work effectively independently while exercising good judgment at all times and in a team environment with large formal and informal teams.

Strong negotiation skills in liaising with alumni, donors, internal and external service providers, and senior university administration.

Tact, diplomacy, discretion and sound judgment are required.

Positive demeanor and service-orientation toward both colleagues and external audiences.

Ability to be proactive and anticipate needs of internal and external stakeholders.

Ability to handle confidential and sensitive material and to exercise a high level of tact and discretion

Knowledge of and experience working with database management software.

Ability to work flexible hours (including some weekends and evening).

Valid driver\'s license, access to a motor vehicle is preferred.

University of British Columbia