Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr7)
Job Title
Academic Events and Protocol Coordinator
Department
Associate Director | Ceremonies and Events Office
Compensation Range
$4,460.00 – $4,686.00 CAD Monthly
Posting End Date
September 21, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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.
Job Summary
This position is a member of the Ceremonies and Events team, overseeing complex administrative and event support and coordination for the department. The position assists with the preparation of various ceremonies and events coordinated throughout the year by Ceremonies and Events, with particular focus on academic ceremonies, including graduation. The role includes complex data manipulation and reporting and requires great attention to detail, protocol and diplomacy.
ORGANIZATIONAL STATUS
Reports to the Associate Director, Ceremonies and Events, with instruction, guidance and direction received by the Director and Managers.
WORK PERFORMED
Academic Events:
Protocol:
General administration and event support:
CONSEQUENCE OF ERROR
Must exercise initiative and judgement based upon a thorough knowledge of office procedures and guidelines, university and other protocols, 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 the Director and Events Managers. 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.
MINIMUM QUALIFICATIONS:
High school graduation, plus a two year post-secondary diploma, plus four years of related experience or an equivalent combination of education and experience. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred Qualifications
Undergraduate degree preferred. Effective interpersonal and organizational skills. Ability to prioritize work, multi-task, problem-solve and meet deadlines. Ability to demonstrate initiative and acts independently using good judgment in dealing with faculty, staff and guests. Ability to work without constant and ongoing direction. Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact and discretion when handling sensitive and/or confidential matters. Ability to provide quality services to customers in a courteous, patient manner. Ability to work both independently and within a team environment. Ability to effectively handle a consistently high volume of work, taking direction from various Event Managers, as well as manage and complete a multitude of tasks at one time, often with urgent deadlines or time sensitive. Experience in event planning and familiarity with protocol preferred. Strong computer experience required: Advanced knowledge of MS Excel required for list management and manipulation of data; excellent knowledge of Outlook, Mail Merge, PowerPoint, WordPress and Adobe AcrobatPro. Knowledge of UBC policies and procedures preferred. Ability to work evenings and weekends.
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