Job Description

Staff - Non Union

Job Category M&P - AAPS

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

Job Title Special Projects and Events Manager

Department Director | Ceremonies and Events Office

Compensation Range $6,378.58 - $9,189.17 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 July 30, 2023

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

Job End Date Jun 30, 2024

Job Summary
The special projects and events manager will work to develop, manage and execute plans for a variety of university ceremonies and events and/or special ceremonial initiatives 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 or initiatives related to faculty, staff and student recognition, with a particular focus on special academic ceremonies and university milestones. The special projects and events manager 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 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 and may take direction from the Associate Director, Ceremonies & Events (Vancouver) and Associate Director, Ceremonies & Events (Okanagan). Works collaboratively with event and volunteer managers.

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 or extraordinary events, with a particular focus on academic ceremonies and university milestones.
• Responsible for planning and executing components of academic ceremonies, as assigned by the such as the Honorary Degree events and celebrations, managing logistics backstage, coordinating student processions, providing assistance in the robing room, overseeing website content and ensuring accurate up to date information is provided, etc.
• Collaborate with colleagues and team members across the portfolio and university system in the President\'s Office to plan and execute components of university milestones and events, 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, etc.
• Plans and manages a number of events and/or projects occurring requiring detailed advance planning as well as the ability to react, decide and improvise under pressure.
• 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.
• 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.
• Develops and monitors communications strategy and plans, including the development of relevant collateral, digital presence and promotion.
• Maintain, evaluate and update web site content.
• Consults with and advises the President\'s Office, Board of Governors and other university clients on matters of protocol in dealing with the Lieutenant the Prime visiting ministers, royalty and other VIPs including members of Indigenous communities.
• Represent UBC Ceremonies and Events on committees and in meetings where appropriate or at the request of the Director.
• 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, the incumbent must be professional and have excellent 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. The Manager has regular meetings with the Director and Associate 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 Director, Ceremonies and Events.

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

Qualifications
Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Experience or certification in Project Management an asset. Minimum of four years of related experience, or the equivalent combination of education and experience. Minimum of four years experience in the planning and implementation of projects and/or events, with experience in budget development and control. Knowledge of university policies and protocol, organizational structure and strategic goals and values required. Experience partnering with units/stakeholders across campus and knowledge of other units; comfort with consultative processes. Knowledge of hospitality industry an asset. Strong organizational, planning and analytical skills; solutions-oriented mindset. Excellent customer service, interpersonal and relationship-building skills. Excellent attention to detail. Agility in team environment and in working with a wide range of people. 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 and complex priorities with corresponding deadlines. Drive to offer service above and beyond valued. Computer experience required; Superior skills with Microsoft Office, particularly with managing multiple lists using Excel. MS Windows environment, Microsoft Office preferred. 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. Requires flexibility to work long hours, sometimes evenings and weekends. Travel between UBC campuses and sites may be required.

University of British Columbia