Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Title Events and Communications Coordinator Department Communications & Engagement | School of Biomedical Engineering | Faculty of Medicine Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date May 26, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 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 The School of Biomedical Engineering is a partnership between the Faculties of Medicine and Applied Science. The School is a nucleus for education and training, research, and innovation in biomedical engineering; creating new knowledge, new academic and training programs, and fostering translation and innovation. The School is currently responsible for 420+ undergraduate students, 200+ graduate students, and 35+ faculty members. The Events and Communications Coordinator will support the development of marketing and communication materials for the SBME, including designing and developing newsletters, promotional materials, direct mail and emails, and multi-media, social media and website updates and maintenance. In addition, the incumbent will guide the development and implementation of various new and recurring events, including invited seminar series, learning activities, annual symposia, retreats, and student engagement programs targeted at the School’s undergraduate and graduate students, post-graduate trainees, faculty, staff and external stakeholders. The incumbent will monitor the communications team main general enquiry email, and take action/redirect enquiries appropriately in an accurate and timely manner. The incumbent must be available to work flexible hours depending on business needs. Organizational Status The Events and Communications Coordinator reports to the Manager, Communications, Culture and Engagement and works closely with the Strategic Partnerships Manager, Research Manager, the Director of Strategic Planning and Operations and administrative staff in the School. Regularly interacts with personnel in other departments and units within UBC, students, faculty members, alumni, external stakeholders, and vendors. Work Performed Events Coordination (70%): Coordinates the complex processes, procedures and workflow for all events, seminars, workshops, conferences and meetings hosted by SBME and campus partners. Effectively organizes all pre-planning logistics associated with in-person, virtual and hybrid events, such as coordinating schedules, booking rooms, event registration check-ins, in-event moderation, advanced AV, video and phone conferencing etc. Coordinates the processes, procedures and workflow of all meeting arrangements with regards to events at SBME. Prepares catering quotes and has signing authority for up to $1000 for event catering budgets. Oversees intricate registration process for SBME Symposium + Propels, including coordinating registration, contacting participants, coordinating with facilitators and preparing certificates. Executes all event set-up requirements. Tasks include arranging furniture, catering layout/flow, ensuring event space is show-ready, coordinating registration, AV support. Pulls data and performs complex analysis of statistical reports for post-event reports and surveys at the request of the Manager of Communications, Culture + Engagement. Handles event promotion, including sending emails to the SBME community and beyond and updates and uploads events to the website content management system (WordPress). Oversees multiple event calendars on different platforms. Provides events marketing support when needed. Tasks include: live tweeting at events, posting event and directional signage, publishing events. Oversees post-event tasks including: evaluation reports, participant feedback and editing session recordings. Assists with the computation and summary of event evaluations and reports when needed. Communications support (30%): Creates and implements communications tactics that align with SBME’s vision. Supports design, creates content and updates social media channels (Twitter, Instagram, LinkedIn, YouTube, and Bluesky); monitors user engagement. Coordinates and sends the School’s newsletters, including drafting, editing, design, and production schedules. Update the School’s website based on the direction from the Manager, Communications, Culture and Engagement and Director, Strategic Planning and Operations Assists communications projects, including drafting, editing, layout, print coordination and photography sourcing. Assists with development, design, formatting, and management of communications assets including brochures, fact sheets, infographics, PowerPoint presentations, reports and others as needed. Using graphic software (Canva, Illustrator, InDesign or Photoshop), provides editing and some simple graphic alterations to collateral materials. Assists with the production and maintenance of a consistent look and feel throughout all communications and marketing materials created on behalf of the SBME, ensuring all materials meet the requirements for UBC and SBME guidelines, and adheres to visual identity/graphic standards and brand creative platform (tone and manner) of the SBME. Acts as the content editor for the SBME’s digital signage system. Creates and maintains directories and mailing lists. Distributes emails for seminars, vendor shows and other announcements. Posts flyers and other information on the buildings’ bulletin boards. Removes outdated material from boards to ensure building personnel are informed of current information and events. Carries out any other related duties as necessary. Consequence of Error/Judgement This position requires a high degree of maturity, autonomy, collegiality, and independence. The Events and Communications Coordinator represents the School and the University. Incorrect decisions/judgments will directly affect the University’s reputation locally, nationally and internationally with the professional community, community groups, students and Faculties. In addition, incorrect decisions would have an impact on the University’s current and future ability to recruit and retain students and engage alumni; the operation of the programs and services; and the reputation of the School, Faculties and the University. Supervision Received The Events and Communications Coordinator reports to the Manager, Communications, Culture and Engagement, working independently. Work undertaken requires initiative to plan and complete recurring assignments independently. A variety of job tasks require ongoing prioritization and in collaboration with other staff members. Work is subject to approval by the Manager and periodic formal reviews. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities. Supervision Given No direct supervision given. May oversee the work of Work Learn students and other student employees. Minimum Qualifications High School graduation, plus one year of post-secondary education, 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 Considerable interpersonal skills for handling registration inquiries. Training in business office procedures and communications and/or public relations and/or marketing practices, including techniques and tools of visual design and digital communications. Experience working in a professional office environment, with related event coordination and communications experience, including writing, social media skills, website maintenance, and skills in developing promotional and presentation materials. Knowledge of UBC Central and Faculty level communications and marketing policies and procedures is an asset. Experience working in an academic environment with faculty, students, residents, and other trainees preferred. Intermediate skills in Microsoft Office software, including Word, Excel, PowerPoint, Outlook, and OneNote preferred. Experience using Website Content Management Systems. Experience using social media platforms Twitter, Instagram, LinkedIn, YouTube, and Flickr, and an understanding of evaluating social media metrics. Experience with SharePoint, Doodle polls, Trello, Microsoft Teams is an asset. Ability to use Internet applications and tools at an intermediate level. Must have intermediate working knowledge of WordPress and graphic/desktop publishing software, such as Adobe Photoshop, InDesign, and Illustrator. Intermediate knowledge of HTML and CSS preferred. Ability to type 60 wpm and operate a normal range of office equipment. Strong interpersonal and communication skills, with the ability to communicate effectively both verbally and in writing. Ability to compose and edit correspondence, reports, presentations, and other written materials using clear and concise business English. Ability to gather, record, and organize information effectively. Ability to plan, schedule, and organize a variety of projects and/or events, often concurrently. Strong organizational skills, with the ability to manage a full workload and work under pressure to meet critical deadlines. Ability to multi-task and prioritize effectively, and demonstrate flexibility when priorities change Ability to analyze and problem solve with minimal guidance. Ability to learn and adapt to new processes or systems. Ability to exercise considerable judgment and take initiative on a daily basis. Ability to be thorough, accurate, and maintain a high level of attention to detail. Ability to deal with a diverse group of people in a calm, courteous, professional, and effective manner. Ability to exercise diplomacy, tact, discretion, and reliability. Ability to develop and maintain cooperative and productive working relationships. work both independently and participate as an effective member in a team environment Ability to work in a confidential environment, and possess the ability to approach interactions with awareness of sensitive issues, and exercise sound judgment when resolving difficulties. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
