Arena Events and Operations Coordinator, Vancouver, BC
Posted: May 18, 2026
Aggregated from workday. View original posting at ubc.wd10.myworkdayjobs.com. Apply directly with the employer.
Posted: May 18, 2026
Aggregated from workday. View original posting at ubc.wd10.myworkdayjobs.com. Apply directly with the employer.
The successful candidate will work a variable schedule, typically Tuesday to Saturday or Sunday to Thursday, with shifts required during afternoons, evenings, and weekends, depending on operational, seasonal, and event needs. The compensation range for this position is $5,791.00 - $8,323.42 CAD monthly. UBC is committed to attracting and sustaining a diverse workforce, believing it is key to excellence in research, innovation, and learning. The university's dedication to employment equity fosters inclusion and fairness, enriching UBC as a workplace and promoting rewarding careers.
This role provides front-line management for the facility and event operations at the Doug Mitchell Thunderbird Sports Centre, implementing customer service plans and administering the registration system. It involves overseeing all cash handling, including cash outs, petty cash, and deposits, ensuring secure payment processing and strict adherence to cash handling procedures. The coordinator also manages inventory for point-of-sale items, approves refunds based on established policies, and oversees facility memberships and drop-in programming, setting schedules according to service levels. Additionally, the position uses PerfectMind for analysing product demand and registration trends, making recommendations to the Senior Manager. Regular facility and equipment inspections are conducted, with maintenance issues escalated as needed. The incumbent represents the facility on the Local Safety Committee and drafts Safe Work Procedures for review and approval.
The coordinator creates and develops rental contracts, collects payments for bookings, and strategically maintains facility calendars and schedules to ensure maximum profitability, customer service, efficient usage, and booking accuracy. This includes developing and implementing communication protocols and operating procedures for events, coordinating event plans, vendors, suppliers, and daily run sheets. Supervision and coordination of vendors, staff, and contractors occur during facility conversions and event operational times, including load-in and load-out. The role ensures bookings are delivered with exceptional service, provides site visits, tours, quotes, and organises private booking requests for rental equipment. Pre-event and onsite liaison with clients, contractors, and event staff is crucial, as is liaising with internal and external groups, campus security, parking, and other event partners to meet event goals and ensure communication and security. Event-related training and orientations are also provided for non-UBC staff.
A significant aspect of this role involves recruiting, hiring, training, managing, and evaluating approximately 40 student-staff members who serve as information officers, cashiers, event staff, facility staff, and sales associates. The coordinator obtains Work Learn positions via Career Services, develops and updates training manuals and online resources, administers onboarding procedures, and submits payroll. Standard operating procedures and work methods are managed to ensure consistent, high-quality standards, with a focus on mentoring student staff and enhancing their professional development. This includes developing a senior student team lead structure and planning and monitoring work schedules using scheduling software. In collaboration with the Senior Manager, Arena Operations, this role contributes to developing, implementing, monitoring, and evaluating departmental policies and procedures. The coordinator actively supports Athletics & Recreation's vision and values through facility and staffing initiatives, maintains fiscal accountability, prepares budgets, and reconciles assigned accounts monthly. Attending meetings, staff training retreats, and completing other necessary tasks are also part of the role.
Candidates should possess an undergraduate degree in a relevant discipline, coupled with a minimum of two years of related experience, or an equivalent combination of education and experience. A degree in Business, Public Administration, or Human Resources is preferred. Strong leadership, organisational, planning, and time management skills are essential, alongside robust financial and accounting abilities. Effective verbal and written communication skills are required, demonstrating accuracy and strong attention to detail.
The ideal candidate will exhibit proven skills in planning, organisation, project management, leadership, coaching, facilitation, and customer service. The ability to manage organisational changes, anticipate future events, and determine service delivery alternatives for efficient resource use is highly valued. Sound judgment, the capacity to multi-task, prioritise, and work effectively under pressure to meet deadlines are also critical. Experience with live entertainment, event production, and event management procedures is preferred. The role requires initiative, tact, diplomacy, and the ability to be a self-starter, innovative, flexible, and entrepreneurial. Candidates must work effectively both independently and within a team, bringing energy, motivation, and enthusiasm to the job. The ability to take initiative, analyse problems, identify key information and issues, and resolve them effectively is important, as is the capacity for negotiations and interest-based conflict resolution.
Demonstrated ability to build partnerships and alliances with peers, business communities, association partners, and staff is expected. Strong computer skills are essential, including advanced working knowledge of Microsoft Office Suite, specifically SharePoint, and Adobe Creative Suite. Experience with PerfectMind or Class software is an asset. A full Class 5 driver's licence is required, and excellent oral and written communication skills with copywriting experience are beneficial. The ability to lift or move heavy objects of approximately 50lbs is also necessary. A willingness to respect diverse perspectives, including those in conflict with one’s own, and a demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion are fundamental.