Manager, Strategic Campus Events - UBC, Kelowna

About the Role

UBC Okanagan is seeking a Manager, Strategic Campus Events to develop, manage, and execute a variety of high-profile events, upholding the world-class event standards expected of a leading university. This pivotal administration role involves strategic event planning, implementation, and evaluation for new or existing campus-wide events, as identified by the Director, Protocol, Ceremonies & Events or the Associate Vice-President, University Relations. The successful candidate will provide expert advice and consultation to campus colleagues on event planning, helping to position UBC Okanagan Campus as a premier destination for world-class events and conferences. This is an excellent opportunity to contribute to UBC careers and the vibrant campus community in Kelowna.

The position requires a flexible and collaborative approach within a high-performing office environment, working closely with cross-functional leaders and external vendors to deliver exceptional experiences.

Key Duties

As Manager, Strategic Campus Events, you will be instrumental in ensuring the seamless execution of significant university events. Your responsibilities will span from initial concept to post-event analysis, requiring meticulous planning and strong relationship management.

• Collaborate with colleagues and team members across the portfolio and campus to plan and execute components of strategic and campus-wide events, including planning meetings and liaising with guests, stakeholders, and vendors.
• Develop and execute plans for high-profile events and/or projects requiring detailed advance planning.
• Research and analyze clients' needs before advising on all aspects of event/project management, continuing to assist with event preparation, implementation, follow-up, and analysis.
• Negotiate contracts with on and off-campus suppliers.
• Develop and monitor event budgets for approval by the Director or AVP and/or client stakeholder.
• Develop and monitor communications strategy and plans, including collateral, digital presence, and promotion.
• Develop, maintain, evaluate, and update website content.
• Manage volunteer participation in events.
• Design and implement tools to evaluate events, internally and externally, reviewing findings and preparing recommendations for future event delivery.
• Identify policies and/or procedures related to campus events that are lacking or need to be updated.
• Represent University Relations on committees and in meetings where appropriate or at the request of the AVP or Director.
• Provide advice and consultation to campus colleagues on event planning, including providing tools and templates.
• Review, evaluate, and report on the need for more established and funded campus-wide event support.
• Lead a multi-departmental committee to assess campus summer use of space guidelines to provide improvements to maximize space use and revenue generated.

What You'll Bring

The ideal candidate will possess a strong background in event management and a demonstrated ability to navigate complex organizational structures, particularly within a university setting. Your experience will be crucial in maintaining the high standards of protocol and professionalism expected at UBC Okanagan.

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

About the Company

The University of British Columbia (UBC) is a global centre for research and teaching, consistently ranked among the top public universities in the world. 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. This role is part of the UBCO Leadership | Protocol, Ceremonies & Events department, contributing to the vibrant community of UBC Okanagan Campus in Kelowna. Explore UBC jobs and UBC careers to become part of our dedicated team.