Events Administrative Coordinator - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Events Administrative Coordinator

Department

Associate Director | Ceremonies and Events Office

Compensation Range

$4, $4,686.00 CAD Monthly

Posting End Date

June 15, 2023

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

Job End Date

Mar 31, 202- Job Description Summary

Organizational Status
Reports to the Associate Director, Ceremonies and Events and receives functional direction from event leads on the team, including Events Managers and the Director.
Work Performed

Events Administration

Coordinates and provides general administrative support for events, either with an Events Manager or independently
Event preparation; may include researching and securing venue, catering, audiovisual, décor and other event related items
Tracks RSVPS, distributes RSVP reminders and updated guest lists on a timely basis
Sourcing gifts and preparing name tags, certificates and other documents required for an event (Maps, parking instructions, etc.)
Prepares complex event timelines noting task responsibilities
With the direction from Director, liaises with internal and external departments; to research and analyze clients' needs; cost estimates, distribution of event information
Coordinates and attends stakeholder/site event meetings
Prepares documents from drafts and notes, including preliminary drafts of briefing and event notes
Proofreads and edits print and electronic materials such as invitations, programs, website content, online rsvp site
Obtains and shares confidential and sensitive information as requested and approved, determining appropriate course of action, resolving details of unusual situations in the absence of established guidelines
Responsible for postevent tasks which include updating registration lists, unpacking and organizing event materials, responding to requests; distributing photos and completing any other followup tasks related to the event
Arranges and coordinates small scale meetings and events from start to finish, at the direction of the Director or Associate Director
Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general, and the Ceremonies and Events department in particular
Provides customer service (greeting guests) and onsite event support, setup, assistance with program activity, post event tear down
Collaborate with event managers to take on lead roles with groups of volunteers on dayof events.
May coordinate invoices from travel, catering and general office needs.
Provides additional project support as necessary to the Event Managers.
Performs other related duties as related to the general business of the Ceremonies and Events department.
Provides coverage and backfill for other administrative team members at the direction of the Director or Associate Director.

Consequence of Error/Judgement

Must exercise initiative and judgement based upon a thorough knowledge of office procedures and guidelines, and make decisions based on those guidelines and established precedents.

As the Ceremonies and Events department is an external-facing, high-profile office, this position must be professional and have excellent customer service.

Failure to exercise appropriate judgement in handing a situation or in manner or tone could result in embarrassment to the Ceremonies and Events department, to the President s Office and/or to the University.

Supervision Received

Reports to the Associate Director, Ceremonies and Events and receives functional direction from event leads on the team, including Events Managers and the Director, Day-to-day guidance on general office duties may be provided by the Administrative Coordinator at the request of unit leadership.

Works collaboratively with other Ceremonies and Events staff, based on specific projects and duties. Deviations from practices, and delicate matters of protocol are referred to the Associate Director or Director, Ceremonies and Events. Work is governed generally by broad instructions, objectives and policies, and usually involves frequently changing conditions and priorities. As such, work is reviewed for achievement of objectives, soundness of judgment, attention to detail and quality produced.

Supervision Given

No supervisory responsibilities. May explain work procedures to new or inexperienced staff, including temporary or student staff.

Preferred Qualifications

High School graduation and one-year post-secondary diploma. 3 years related experience or the equivalent combination of education and experience. Excellent verbal and written communication skills using clear, concise business English. Effective interpersonal and organizational skills. Ability to prioritize work, multi-task, problem-s