Communications & Events Coordinator Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Marketing and Sales, Level A

Job Title

Communications & Events Coordinator

Department

Administrative Support | Department of Asian Studies

Compensation Range

$4,688.67 - $6,754.00 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

June 28, 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, 2025

This is a full-time term position ending in March 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 Asian Studies Communications & Events Coordinator is responsible for developing and implementing the department's communication strategy, managing and publicizing department events and overseeing rental facilities. Key responsibilities include creating and managing an annual communications plan and budget; writing publication materials and negotiating and overseeing distribution; organizing, promoting and running student, faculty, alumni and public events; managing the Department's website, newsletters and social media channels; and negotiating rental contracts and overseeing rental services. Some evening and weekend work is required. Possibility of extension pending department budget.

ORGANIZATIONAL STATUS

Reports to and receives primary work direction from the Administrator. Works with faculty, staff, students, alumni and representatives from other departments, industry and other organizations. This position may supervise staff, student workers and volunteers. Liaises with the Arts Communications team to ensure adherence to Arts and UBC brand guidelines and communications best practices. Works closely with the other members of the Arts Communications team and network and campus communicators.

WORK PERFORMED

Communications:

• Coordinates the production of new and existing publications, designs promotional materials and identifies distribution methods
• Creates advertising campaigns and marketing initiatives to assist with student recruitment and with the promotion of courses and programs within the department
• Creates content for the Department's homepage, event listings and other top-level pages and is responsible for the development and maintenance of the overall website layout and content
• Manages the research, development, purchasing, budget and sale of Departmental promotional items, in consultation with the Department Administrator
• Manages all social media channels associated the Department
• Oversees the writing and production of the Department's newsletters, manages and grows circulation, develops and maintains distribution lists
• Regularly reviews web content to evaluate effectiveness, quality, accuracy, timeliness, consistency and relevance
• Implements a broad-based unit specific strategic plan for communications & event-related activities for the Department of Asian Studies
• Produces stories, interviews and various forms of online content for the Department showcasing the impact of its research, scholar, student and alumni activities and achievements
• Analyzes all communication statistics and methods, using evidence to gauge success of current communications strategy and make changes accordingly

Events:

• Oversees the planning and organizing, and manages the execution of event logistics, including venue room bookings, event registration, catering requirements, equipment rentals, IT technician support, facilities requests, onsite event coordination, publicity and volunteer management
• Recommends event budgets and is responsible for tracking expenditures and operating within given budget
• Manages and promotes the department's annual alumni-student networking night, Imagine Day event and annual public lectures
• Advises and supports faculty and programs on event promotion and logistics

Staff Supervision

• Manages Work Learn students including hiring, daily supervision, preparing and assigning projects, training and development

Asian Centre Facility Bookings

• Provides training and orientation for users of the rental facilities
• Coordinates the issuing of invoices and managing payment system for rental bookings
• Negotiates rental agreements for the Asian Centre rental facilities
• Develops external and internal events service guidelines
• Supervises the setup and tear down for events
• Oversees audio/visual equipment and advises on upgrades when needed

Other

• Some evening and weekend work is required
• Other duties as required

CONSEQUENCE OF ERROR

Makes decisions regarding the development and implementation of communications and promotional materials and organizing and running of events. Misrepresentation or inaccuracies could negatively impact relations with students, staff, faculty, alumni, donors and members of the public, damage the reputation and credibility of the Department and negatively affect the operation of the Department. Failure to effectively manage the rental of facilities in the Asian Centre could jeopardize revenue and customer relations.

SUPERVISION RECEIVED

Works independently under the general supervision of the Administrator. Works within guidelines set out by Arts Communications.

SUPERVISION GIVEN

This position may supervise staff, student workers, and volunteers.

Minimum Qualifications

Diploma in Marketing. Minimum of one year of related experience, or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

Excellent oral and written communication skills reflecting creative, diplomatic, inter-culturally sensitive, patient, and tactful interaction. Ability to write for various audiences, settings, and tones. Ability to effectively liaise with a central communications team to follow best practices and institutional standards. Creativity and demonstrated ability to work in a complex and fast- paced environment with a high level of attention to detail. Ability to work effectively both independently and in a team environment and to develop and maintain cooperative and productive working relationships. Working knowledge of office skills and marketing procedures and practices and commitment to keeping up with best practices in the industry. Computer experience required using MS Office programs such as Word and Excel, content management systems (such as WordPress), email marketing systems (such as Sendy and Campaigner), and various social media platforms and analytics programs. Ability to create HTML Newsletters and experience with Adobe Creative Suites an asset. Experience managing events ranging from 100-500 people an asset. Knowledge of an Asian language is preferred. Some evening and weekend event-related work required.