The Events Coordinator provides strategic direction and oversight for all events within the Department of Microbiology & Immunology (MBIM) at UBC Vancouver Campus. This role involves researching and analysing departmental needs to recommend event strategies based on stakeholder input. Events range from small-scale activities like lectures and seminars to large events such as symposiums and conferences with over 150 participants.
The position reports to the Director of Operations, receives direction from the Head of Department, and collaborates with staff, faculty, and trainees. This is an ongoing 0.8 FTE position.
Key Responsibilities
The Events Coordinator plans, organises, and executes various events aligned with the strategic goals of the Department of Microbiology & Immunology. This includes conceptualising event frameworks in collaboration with faculty, staff, and partners, then developing comprehensive event plans and arrangements. The role involves collaborating with the Communications Coordinator on event communication plans and strategies to boost attendance and engagement.
Responsibilities also include developing, recommending, and implementing guidelines for event planning and administration. The coordinator manages venue options, assesses feasibility, negotiates event-related venue and catering contracts, and works with the Communications Coordinator on website content, brochures, and promotional materials. They manage virtual and hybrid events, including registration, speaker coordination, simultaneous interpretation, virtual exhibitors, recordings, and post-event reporting.
The role requires producing and compiling event materials like abstracts, schedules, and contact lists, and partnering with the Department Head for alumni engagement events. The coordinator facilitates participation of senior-level academic speakers, aids in senior faculty recruitment, and liaises with volunteers, presenters, speakers, and committee members. Budget development and control of event revenues are also key duties. The coordinator may act as the MBIM staff representative on appointed committees.
What You'll Bring
Candidates should possess a two-year diploma in Hotel Management, Hospitality, Tourism, or Event Management, along with a minimum of two years of related experience, or an equivalent combination of education and experience. A willingness to respect diverse perspectives, including those in conflict with one’s own, is required. Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion is essential.
Preferred qualifications include experience in developing, planning, and implementing successful events, a solid background in budget development, forecasting, and reporting. An undergraduate degree in a relevant discipline and thorough knowledge of the University environment, policies, and protocol are preferred. The ability to analyse problems, identify key information and issues, and effectively resolve them is important, along with sound judgement, tact, and discretion.
Effective verbal and written communication skills, accuracy, attention to detail, and the ability to record and organise information are necessary. Proficiency in standard office software at an intermediate level, such as Outlook, MS Word, MS Excel, and Google Docs, is required. Knowledge of video conferencing and social collaboration platforms like MS Teams is also preferred. The successful candidate will have the ability to efficiently coordinate tasks with multiple deadlines, possess strong analytical and problem-solving skills, and exhibit effective conflict resolution skills, diplomacy, and tact. The role requires the ability to prioritise and work effectively under pressure, provide quality service courteously, and work both independently and as part of a team.
Compensation & Workplace
The compensation range for this position is $5,365.42 to $7,709.92 CAD monthly.
UBC is committed to attracting and sustaining a diverse workforce, believing it is key to successful pursuit of excellence in research, innovation, and learning for all faculty, staff, and students. Their commitment to employment equity aims to achieve inclusion and fairness, bring rich diversity to UBC as a workplace, and create the necessary conditions for a rewarding career.
