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Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Support Services Assistant I

Job Title

BIRS Events Coordinator


UBCO / Research Support / Braun / Department of Computer Science, Mathematics, Physics and Statistics / Irving K. Barber Faculty of Science

Compensation Range

$28.08 - $32.16 CAD Hourly

Posting End Date

March 19, 2024

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

Job End Date

Aug 1, 2024

Job Start Date

May 1, 2024

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 position coordinates, organizes, and oversees the BIRS events hosted by UBC Okanagan at the Kelowna campus.

Organizational Status

Several BIRS events will be hosted on the UBC campus in Kelowna, primarily in the summer months (May 19 to July 27). This position coordinates, organizes and oversees these events to ensure the smooth delivery of these Workshop.

Work Performed

  • Understands the requirements for each event
  • Plans the event with attention to financial and time constraints
  • Prepares and submits Safe Event Applications according to UBCO's requirements
  • Responsible for the logistical support for events, including room bookings, entry and follow-up of facility tickets for set-up, catering, IT Services (Audio Visual support, etc.).
  • Familiarizes self with the AV equipment in the lecture rooms and provides instruction and support to participants regarding its use.
  • Warmly welcomes participants on first day on behalf of BIRS. Liaises with catering and concierge to ensure any last minute requests are addressed including audio visual equipment, changes to catering orders, additional signage or photocopying, etc.
  • Arranges for appropriate signage around event spaces and attends to any minor infrastructure shortages in the rooms (e.g. replaces batteries).
  • Researches vendors and chooses the best combination of quality and cost
  • Negotiates with vendors to get the most favorable terms
  • Liaises with vendors, speakers and the BIRS Coordinator during the event planning process to ensure everything is in order
  • Liaises with speaker(s) to create the agenda for the event
  • Arranges participant and speaker accommodations
  • Arranges event social gatherings, catering and coffee breaks
  • Manages all event set-up, tear down, and follow-up processes
  • Does final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
  • Oversees event happenings and acts quickly to resolve problems
  • Creates databases as required around event attendance
  • Collects and processes invoices and receipts for payment or reimbursement
  • Evaluates the event's success and submits reports to the project site Director. Regular communications and reporting to BIRS head office in Vancouver.

Consequence of Error/Judgement

The position is expected to perform professionally and make proper and sound decisions. Poor judgment or errors could potentially damage the reputation of the Department, the University, and BIRS, and could possibly have a negative impact on future partnerships.

Supervision Received

This position reports directly to the project Site Director.

Supervision Given

This position is not responsible for the supervision of others.

Minimum Qualifications

  • 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

  • At least 2 years' experience as an event coordinator
  • Well-organized with excellent multi-tasking abilities
  • Strong communication and interpersonal skills

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