Events and Communications Coordinator - Jobs in Vancouver, BC

Job Description

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Conferences, Accommodations and Ceremonies, Level AJob TitleEvents and Communications CoordinatorDepartmentCommunications | Equity & Inclusion OfficeCompensation Range$4,688.67 - $6,754.00 CAD MonthlyPosting End DateDecember 14, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob SummaryThe Equity & Inclusion Office is committed to ensuring that UBC is a community in which human rights are respected and equity, diversity and inclusion are integral to university life. Through its leadership, vision and collaborative action, the Equity & Inclusion Office will further UBCs commitment to excellence, equity and mutual respect.The position works to support the development and execution of events and campaigns of the Equity & Inclusion Office (EIO) designed to engage students, faculty and staff in knowledge sharing and learning, community building, and behaviour change towards building a more inclusive UBC.The position may coordinate individual events – such as workshops, dialogues and panels, meetings, and other virtual gatherings - or initiatives of broader scope such as event series and/or campaigns. Related to events, the position may support communications planning and promotional material development.Organizational StatusReporting to the Communications Manager within the UBC Equity & Inclusion Office, the Events Coordinator delivers event and communications coordination to advance unit and university equity, diversity, and inclusion goals. The position works directly with internal EIO teams as well as other key partners across the university (e.g. the Senior Advisor to the Provost on Women and Gender Diverse Faculty).Work PerformedEVENT COORDINATION

• Working with internal and external partners, coordinates planning, development, and execution of events by applying project and event management promising practices aligned with UBC and industry standards, health and safety guidelines, and equity, diversity, inclusion and accessibility principles.
• Liaises with various stakeholders, including UBC Information Technology, UBC Media Studios, UBC Communications and Marketing, alumni UBC, venues, catering groups, other faculties and portfolios, students, and as needed, partners in the community outside of UBC to ensure smooth, consistent, and predictable delivery of events.
• Coordinates online and in-person event logistics including, amongst other related duties, identifying, gathering, determining and advising on event needs, including appropriate event formats, accessibility considerations, EDI, power and representation dynamics, agenda, requirements, speaker and partner coordination, venue booking or online event platform set-up, audio-visual and engagement technology, catering, vendor sourcing, development of scripts, run-downs, briefing notes and other event documentation.
• Conducts pre, on-site and post-event activities by monitoring activities, addressing concerns and resolving problems to ensure the success of each event.
• Conducts event debriefs and produces summary event reports, including budget and participation and engagement analytics collected by deploying and administering event evaluation surveys.
• Attends events and provides on-site or live virtual support/coordination during event proceedings, including launching presentations, polls, monitoring live chats and attendance, and offering limited technical support to attendees.
• Maintains participation lists and shares subscriber information as appropriate with the communications team to support future engagement.
• Works with the Communications Manager and EIO teams to develop a strategic vision and an integrated approach for events to maximize the effectiveness of efforts; helps engage partners to identify, brainstorm, and map out a quarterly and annual events calendar reflective of EIO priorities and goals and maintains information in an online collaboration system like AirTable.

RESEARCH AND DEVELOPMENT

• Responsible for conducting research into emerging and promising practices around online events and engagement and shares findings; helps support ongoing EIO-wide training and development around events.
• Conducts research into approaches and events at other higher education institutions to generate ideas and opportunities.
• Identifies potential local and community-based event partners and vendors and maintains lists for reference.
• Working with the Communications Manager and internal and external partners, co-creates, documents, and implements policies, protocols, practices and procedures affecting event planning and administration of events across the EIO.
• Demonstrates and encourages individual and team leadership by setting event standards and goals for audience experience.

COMMUNICATIONS

• As part of an overall event plan, supports and/or develops an integrated communications plan for outreach activities and events.
• Works with communication team colleagues and event partners to develop and/or develops event-related promotional content in line with UBC brand standards and works with colleagues in the communications team and event partners to distribute promotional content through EIO, community, and institutional channels and networks.
• Participates in events to capture summaries and experiences, including by taking photos and videos and documenting key takeaways, perspectives and testimonials.
• Attends events being coordinated and may be asked to capture or arrange for capturing of event photos and videos inline with photo/video release and copyright guidelines; supports management of event photography and video database; ensures awareness of event photography and collects as needed release forms.

• Develops event templates and standards including promotional materials, event invitations, event surveys, registration forms, email invitations and follow-up in line with the overall communications practices at EIO and UBC.
• Assists, as required, with social media content posting and monitoring related to events and may support sharing of event information across the university.
• Provides aspects of customer service and escalates any inquiries, concerns, or issues experienced by attendees.

• For larger events, may work with and/or engage external partners and vendors on promotional strategies and materials.
• Performs other related duties as required including taking up additional communication duties.
• Works in collaboration with the communications coordinator and may take up duties in absence of the communications coordinator. May take up additional duties passed on as required or due to workload considerations of other members of the communications team.

Consequence of Error/JudgementErrors can have significant negative impacts on the achievement of UBCs strategic goals and commitments related to diversity, equity and inclusion, and UBCs reputation.Supervision ReceivedReports and takes direction for day-to-day operations from the Communications Manager. The position works autonomously under overall guidelines from the Communications Manager.Supervision GivenMay assign tasks and provide guidance to student communications staff as needed.Minimum QualificationsTwo year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum two years of related experience, or an equivalent combination of education and experience.Preferred Qualifications

• Experience in the field of event management, public relations, marketing, communications, hospitality management, digital media, community development preferred.
• Strong interest and/or background related to equity, diversity, and/or inclusion.
• Demonstrated commitment to continuous learning about histories and experiences of Indigenous peoples and equity-deserving groups.
• Demonstrated experience with event coordination and project management, including first-hand experience with coordinating various logistical aspects of events.
• Strong project management and organizational skills, including excellent problem solving and critical thinking skills.
• Ability to work with diverse individuals in a complex setting involving multiple partners.
• Ability to adapt writing styles for different audiences and purposes.
• Experience with digital tools for events and audience engagement, including Zoom, Teams, Slido, as well as other platforms for event-related work, such as MailChimp, Eventbrite, Qualtrics, JamBoard, Miro, AirTable/Asana.
• Demonstrated ability for graphic design using InDesign, Illustrator and/or Photoshop.
• Strong technical know-how or willingness to learn some or all of the following: photography, video, video-editing. Existing experience is an asset.
• Understanding of current digital/social media engagement and content marketing trends.
• Exceptional writing abilities, being able to translate complex information for a general audience in concise, efficient, and engaging copy.
• Knowledge and experience of working in a brand environment, with an understanding of visual design principles.
• Ability to exercise tact and diplomacy, when working with confidential and sensitive information and individuals across the community and at various levels of the institution.
• Ability to be service-oriented, and to function productively in diverse and multi-disciplinary project teams.
• Strong interpersonal, oral and written communication skills, with an ability to deliver effective presentations.
• Accuracy and attention to detail and an ability to work independently and assess own performance.
• Professional experience in a post-secondary institution or similar environment is an asset.
• Maintains excellent rapport with the university community as well as external stakeholders.
• Exercises good judgment and maturity in all communications.
• Ability to communicate effectively by composing correspondence, reports, presentations, and other written materials using clear concise business English.

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