Coordinator, Protocol, Ceremonies & Events

Overview

Coordinator, Protocol, Ceremonies & Events Jobs in Vancouver, Canada at The University of British Columbia

Job Summary

This position provides complex and confidential event and administrative support to the university’s ceremonial and strategic events, including the spring graduation ceremonies, recognition and VIP events and university-wide special events. This role works closely with team members, University Relations team and administrative and faculty units across campus and requires exceptional organizational skills, communication and collaboration skills, and the capacity to manage and prioritize urgent tasks.

This position is the initial point of contact for all non-academic space booking requests for staff, students and faculty. This position oversees the non-academic space booking system and consults on ad-hoc academic space bookings in order to maximize the availability of space bookings across campus. In collaboration with campus stakeholders, this role supports users through the required steps for planning safe, high-quality events, while contributing to the development of resources and the improvement of related processes.

This position requires strong customer service skills, careful attention to policies and guidelines, and in-depth knowledge of related campus spaces and services.

Organizational Status
This position works independently and collaboratively under the supervision of the Senior Manager, Protocol, Ceremonies & Events. This position liaises with academic and administrative offices, faculty, students and student organizations, staff, external partners and the general public. Key campus partners include the offices of the President, Board of Governors, Deputy Vice Chancellor, and Provost;
Development & Alumni Engagement, Human Resources, University Relations, Campus Operations and Risk Management, Conferences & Accommodations, Facilities Management, Enrollment Services, Student Engagement Office, IT Services, Security, Parking, Vancouver Ceremonies, and the Students’ Union Okanagan.

Work Performed

Space Coordination

• Oversees the space booking process, including managing booking requests, review of the event submissions, approval of the requests and event submission, and issues as they arise.

• Coordinates the campus event standards and process in collaborating with Campus Security, Facilities Management and Campus Operations and participates in the reviewing of events.

• Liaises with key campus partners to share regular and as needed updates on the non-academic events to support work plans and service delivery, as well as to mitigate risk.

• Liaises with Enrolment Services to share regular and as needed updates, further collaborates to ensure a seamless experience for those booking event space on campus and follows the set event protocol

• Facilitates and manages large-scale bookings, in non-academic and academic spaces, for strategic partners and important university events and initiatives

• Provides analytical support of the campus space booking process and bookings

• Collects, analyzes and reports on event and space metrics to inform processes and support campus partners

• Coordinates and explores new bookable non-academic spaces to maximize the use of all space on campus to support more events and initiatives and involving and consulting with campus stakeholders

• Participates in event and space related campus committees

• Edits and moderates the Book Space website content to ensure information is accurate, useful, and timely

• Manages multiple Outlook in-boxes for related responsibilities and duties

• Supports event organizers with the required steps in planning safe and quality events

• Collaborates with campus stakeholders to develop resources for event planning and enhancement of processes

• Build and sustain strong relationships with campus and external partners, who book and use space on campus, and who plan and execute events

Administration, Project Coordination and Finance

• Coordinates and leads projects related to space and events as requested by management

• Manages multiple spreadsheets housing important space and event related information, providing updates as necessary

• Supports the review, processing and specific coding of invoices to ensure accurate processing and payment (in Workday) and proper…

Title: Coordinator, Protocol, Ceremonies & Events

Company: The University of British Columbia

Location: Vancouver, Canada

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