Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level B

Job Title

Events Manager, Employer and Alumni Engagement

Department

Employer and Alumni Engagement | UBC Career Centre

Compensation Range

$6,551.00 - $9,418.83 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

February 22, 2024

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

Job End Date

Mar 16, 2025

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

The Events Manager is responsible for leading student activities that support the personal and career development for UBC Vancouver Students. They will lead, plan, organize and execute a variety of large-scale career events, initiatives and programming for UBC students, including event planning and the conceptualization and execution of events and programming that educate students regarding career plans, possibilities, and admissibility based on their academic and personal goals.

The Events Manager helps students and alumni from all faculties, schools, and disciplines maximize the value of their degree through creation of events and programming that foster engagement in career building experiences, the development of key employability skills, actively expanding personal and professional networks, and increasing knowledge and understanding of potential career opportunities and pathways. The Events Manager provides leadership and direction across the Centre for Student Involvement & Careers in regards to managing, planning, implementing, and executing a wide range of events and programs for students, alumni, and employers.

The incumbent is responsible for implementing event standards and protocols expected of a globally recognized university and is positioned within UBC to plan, implement, and deliver outstanding stakeholder experiences while collaborating with student, faculty and staff across campus to elevate and maintain UBC’s provincial, national, and global reputation.

Organizational Status

The Centre for Student Involvement & Careers is a hub that facilitates and enhances student learning through career building and enriched educational experiences. It is a central point for all graduate and undergraduate students and employers on the UBC Vancouver campus to meet, connect, network and build relationships and explore career options. The Centre connects students to workplace learning, mentoring, volunteer and leadership opportunities; and offers career and employment-related services to students, academic departments, employers, and alumni.

The incumbent works within the Employer and Alumni Engagement portfolio, managing and implementing a wide range of events and activities that enhance both student career learning and employer and alumni experiences with UBC. This individual will also work cross functionally with staff from CSI&C on Centre wide events, as well as departments and faculties across campus.

External to UBC, the incumbent will collaborate with a wide range of stakeholders including employers, alumni, industry partners, and faculty/staff from other post-secondary institutions. This position is a key contact for employers and alumni in supporting their planning for career related engagements and recruitment on campus. The incumbent is responsible for developing relationships that result in revenue generation and student job placements and liaising with employers and community partners. Adjustment of communication styles to different audiences will be critical for this role.

Work Performed

Event Management and Programming:

• Creates student activities that strengthen and enrich the student experience by planning, managing, executing, monitoring, and assessing CSI&C events and programming, both in-person and virtually. Leads key UBC career events such as Career Days, Spring Fair, Westcoast Virtual Fairs (in collaboration with SFU and UVIC), and Your Next Step Student and Alumni Fair (in collaboration with Alumni UBC), with faculty partners, and UBC-O.

• Positioned as a career event expert, is responsible for coaching student leaders, CSI&C staff, faculty partners, and campus collaborators on how to execute events, develop strategic programming and ensure outstanding stakeholder experiences. Provides advice, leadership, and direction regarding event and programming details, strategy for career related events, expected outcomes and follow-up approaches. Ensure that UBC policies related to all aspects of event management, safety and risk management, and financial and supply management are followed.

• Manages the selection, training, and orientation of student leaders and volunteers that would be involved with facilitating events and programming. This includes the development of training plans and delivery of training sessions on a range of information, including departmental policies and practices, safety & risk management, service delivery and event logistics.

• Identifies student needs and responds by facilitating community outreach and appropriate programming and events.

• The incumbent develops, monitors and manages event budgets for revenues ranging up to $150,000 per event while ensuring a high value and experience for all stakeholders. Is responsible for achieving specified revenue and sponsorship targets for each event.

• Researches possible service providers, both on- and off-campus, in-person and virtual, including caterers, equipment rentals, space and facility bookings, software and other resources. Negotiates contracts with internal and external vendors.

• Sets and manages timelines and teams to keep projects moving forward and is responsible for each piece being completed in accordance with those set dates. Adheres and contributes to streamlined event delivery that meets the needs of colleagues and stakeholders.

• Strategic systems administration & management: Strategic use of Symplicity CRM to extract and track data, create and execute events, strategically build relationships, conduct outreach and report on data. Conducts ongoing program evaluation and assessments.

• Implements tools to evaluate events and programming, internally and externally. Conducts research and analysis on the needs of students for services and programs. Collects and consolidates event metrics; reports on events revenues, attendance, and long-term careers outcomes. Provides insight and recommendations to management.

External Partner Relations:

• Works closely with all CSI&C colleagues to create event strategies and ensures that the events and programming support and engage external industry partners, alumni volunteers and participants.

• Advises and coaches external organizations and alumni on recruitment, branding, and technical strategies to maximize the value for both the organization and students with each engagement.

• Manages client requests and complaints, while prioritizing multiple concerns and understanding the context of interrelated situations. Draws from University policies and guidelines, past experience and multiple sources of information to troubleshoot and appropriately rectify employer and alumni concerns.

• Designs and delivers employer training sessions to ensure a high level of customer service and employer engagement through the sharing of best practices to maximize on campus involvement.

• Strengthens relationships with E&AE’s Recruitment Partners through exceptional customer service and service delivery. Significantly contributes to E&AE’s partnership pipeline and revenue generation through creation and execution of high quality experiences.

• Obtains event sponsorships and works closely with Employer and Alumni Engagement Advisors to execute sponsorship packages ranging from $3,000-$20,000.

• Identifies, manages, engages and develops relationships with internal and external suppliers.

Marketing and Communications:

• Develops marketing and employer/recruiter support documentation for major events.

• Conducts and supervises professional outreach to external partners to ensure participation in UBC career-related events. Tailors and adapts communication styles to individual circumstances to ensure effective communication with community partners

• Writes, develops, tailors, and oversees communication and materials for events including marketing/ promotional materials, programs, letters, emails and web-based communications. Communication designed for multiple stakeholders to increase participation and engagement.

• Works cross functionally with CSI&C employees and external partners such as student clubs, faculties, schools, and departments to ensure events are high visibility and shared. Communication style is adjusted for different audiences and circumstances and exercises tact, empathy, inclusivity, and cultural sensitivity.

• Leads the collaboration between multiple stakeholders with different agendas and often-competing goals. Makes decisions based on considering outcomes and consequences of action to optimize collaborative efforts with faculty partners, campus partners, and community partners.

Consequence of Error/Judgement
The Events Manager makes decisions within the established goals and objectives of the department and are expected to exercise judgment, diplomacy and tact in all interactions. Errors made in planning events and failure to maintain excellent communication with key partners may compromise the delivery of programs and result in the disruption of, or errors in, the delivery of services to students, alumni, employers, and the wider community. This would result in damaging the reputation of the Centre for Student Involvement & Careers and the University. Consequence of error could result in lost revenues for the CSI&C and campus partners.

Supervision Received
This position requires independent decision-making and problem solving and works autonomously under the broad direction of management. The Events Manager has meetings with their supervisor, the Manager, Employer & Alumni Engagement, to discuss major projects and to identify challenges and solutions.

Supervision Given
This position provides supervision and training to staff and student staff. This position is also responsible for the recruitment, training, coaching, and supervision of volunteer staff and student leaders connected to specific events, programs, or student-led initiatives. The incumbent will ensure workers are in compliance with all procedures and timelines related to hiring, orientation and payroll processing.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to 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

• Post secondary institution experience preferred.

• Specialized knowledge and experience in large scale event planning virtually and in-person, both small (20 people) and very large (7000 people).

• Experience in relationship management and proven ability to work with prominent leaders, volunteers and senior administrators.

• Experience with staff and volunteer supervision.

• Knowledge of university policies, protocols and ecosystem.

• Ability to approach event management as an educator, ensuring student learning remains at the core of decisions and planning. Has a personal commitment to coaching students and helping them develop professional skills through event planning experience.

• Experience with database administration in the context of event planning required.

• Proficient with a wide range of technical systems and tools as a regular function of work, including content management systems, blogs, word processing and spreadsheet applications such as MS Word, Excel and Outlook.

• Knowledge of local, national, and international labour markets, current employer recruitment practices and platforms.

• Knowledge of student development and/or career development is an asset.

• Knowledge of volunteer management, human resources practices and ethical recruitment practices required.

• Familiarity with human rights, labour legislation and current human resources practices.

• Interest in working within a dynamic entrepreneurial environment and the ability to work flexible hour including some weekends and evenings.