At the University of British Columbia Okanagan Campus, 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, bringing rich diversity to UBC as a workplace and creating the necessary conditions for a rewarding career.
This position provides complex and confidential event and administrative support for the university’s ceremonial and strategic events, including spring graduation ceremonies, recognition, and VIP events, as well as university-wide special events. The role acts as the initial point of contact for all non-academic space booking requests from staff, students, and faculty across campus. It requires exceptional organisational skills, strong communication and collaboration abilities, and the capacity to manage and prioritise urgent tasks effectively. Working independently and collaboratively under the supervision of the Senior Manager, Protocol, Ceremonies & Events, this role liaises with a wide range of internal and external partners. Given the level of protocol involved and the prominence of individuals participating in many events, this position demands a high level of professionalism, discretion, and customer service to uphold the university's reputation.
Key Responsibilities
As the Protocol, Ceremonies & Events Coordinator, you will be responsible for overseeing the comprehensive space booking process, managing all requests, reviewing event submissions, and approving bookings while addressing any arising issues. This includes coordinating campus event standards in collaboration with Campus Security and Facilities Management, and participating in event reviews. You will liaise with key campus partners to share updates on non-academic events, supporting work plans, service delivery, and risk mitigation. This role also involves facilitating and managing large-scale bookings in both non-academic and academic spaces for strategic partners and important university initiatives. You will provide analytical support for the campus space booking process, collect and report on event and space metrics, and explore new bookable non-academic spaces to maximise campus utilisation, consulting with stakeholders. Additionally, you will participate in event and space-related campus committees, edit and moderate the Book Space website content to ensure accuracy, and manage multiple Outlook inboxes for related duties. A key aspect is supporting event organisers through the steps of planning safe, high-quality events and collaborating with stakeholders to develop resources and enhance processes, while building strong relationships with all partners.
Your administrative and financial duties will include coordinating and leading projects related to space and events as requested by management. You will manage multiple spreadsheets containing important space and event information, ensuring they are regularly updated. This position supports the review, processing, and specific coding of invoices to ensure accurate processing and payment, alongside proper tracking of Protocol, Ceremonies & Events budgets. You will also receive and process expenses and receipts from management for coding, reconciliation of UBC credit card transactions, or for reimbursement, while staying current with UBC financial systems and training. Administrative support to department managers will involve coordinating and scheduling meetings, taking minutes, and notes. You will respond to telephone, email, and in-person inquiries, which may be confidential, sensitive, or complex, providing information professionally and tactfully. Researching, prioritising, and determining appropriate courses of action, referrals, or responses on matters identified by the Manager is also a core function.
In event coordination and support, you will provide execution assistance for UBCO Debate Series events and other events managed by the Protocol, Ceremonies & Events unit. This encompasses booking space, arranging and liaising with on-campus and off-campus services, recruiting, liaising with, and training volunteers and assigned colleagues, and other related administrative duties. You will support the coordination of event communications, communication plans, and materials, working alongside copywriters and designers, sending communications, and tracking responses. Coordinating the setup of suppliers in Workday for external speakers and handling their travel expenses and per-diems will also be part of your role. You will prepare, proofread, and edit event collateral such as posters, maps, and signage, along with preparing, formatting, and printing other essential event documents including nametags, seating plans, and important event binders. Fostering an environment of event excellence at UBCO through sharing best practices and information, you will provide on-site event support, including setup, registration desk management, assistance with program activity, and post-event takedown. Ensuring adherence to UBC policies, such as those related to records management, access, and privacy, and identifying potentially sensitive situations, is crucial. You will provide feedback in post-event evaluations, analyses, and recommendations for changes, and complete post-event tasks like organising files and processing invoices.
A significant part of your role will involve supporting the Annual Convocation. This includes collecting and analysing information to coordinate details for each ceremony. You will coordinate and distribute multiple complex guest lists and invitations, manipulating and compiling data, and ensuring accuracy by correcting errors or omissions. Managing numerous complex RSVP categories and responses for each individual ceremony, including accessible seating requests from students and attendance at the honorary degree dinner, is essential. You will use RSVP data to assist in creating the Chancellor’s Procession lists for each ceremony, in keeping with university protocol. Coordinating, formatting, and printing seating tags for the platform party in accordance with the procession list, as well as other seating plans for VIPs and accessible seating, and the honorary degree dinner, will be required. Furthermore, you will edit and moderate the web content for the UBC Okanagan Graduation website and coordinate the printing and organisation of ceremonial and informational binders, each unique to a particular ceremony, for the Chancellor, President, Deputy Vice-Chancellor, and other members of senior administration.
What You'll Bring
To succeed in this role, you will have completed two years of post-secondary education, coupled with a minimum of four years of related experience, or an equivalent combination of education and experience. Experience related to project and event coordination is preferred. You will demonstrate a willingness to respect diverse perspectives, including those in conflict with your own, and a commitment to enhancing your own awareness, knowledge, and skills related to equity, diversity, and inclusion. Experience partnering with units and stakeholders across campus, along with knowledge of other units and comfort with consultative processes, is highly valued. While not mandatory, experience working with graphic design, web-based, or registration system programs is considered an asset.
Computer proficiency is required, specifically demonstrated advanced skills with Microsoft Office, particularly managing multiple lists using Excel within an MS Windows environment. Knowledge of university policies and protocol, organisational structure, and strategic goals and values is essential. Familiarity with the hospitality industry is an asset. You will possess demonstrated organisational, planning, and analytical skills, coupled with a solutions-oriented mindset. Exceptional customer service, interpersonal, and relationship-building skills are critical, along with meticulous attention to detail. The ability to work effectively in a team environment and with a wide range of people is paramount. You must be able to react, decide, and improvise under pressure.
This position requires demonstrated ability to communicate effectively, both orally and in writing, with a diverse range of people, including senior executives, deans, directors, faculty, staff, and students. Diplomacy, tact, and strict adherence to confidentiality are required at all times. You must have the proven ability to meet multiple and complex priorities with corresponding deadlines, and a strong drive to offer service above and beyond expectations. Finally, a flexible schedule is necessary to accommodate longer hours and occasional evenings and weekends, and you must have access to a reliable vehicle to attend off-campus events as needed.
