University of British Columbia Vancouver, BC, Canada
Mar 14, 2018Full time
Job ID : 29237 Location : Vancouver - Point Grey Campus Employment Group : Management&Professional (AAPS) Job Category : Conf, Accomm, Cerem & Events Classification Title : Conf,Accom,Ceremonies, Level E Business Title : Director, Donor and Alumni Events VP/Faculty : VP Developmt & Alumni Engagemt Department : Communications Salary Range : $72,811.00 (minimum) - $91,015.00 (midpoint) - $113,768.00 (maximum) Full/Part Time : Full-Time Ongoing : Yes Desired Start Date : 2018/05/01 Funding Type : Budget Funded Closing Date : 2018/04/02 Available Openings : 1 Guiding principle : "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience. Job Summary The incumbent of this position is responsible for developing, managing and providing leadership and professional expertise for the planning and implementation of all university-wide alumni and donor events. The incumbent is responsible for establishing and ensuring implementation of event and program standards and protocols expected of a world-class university. Major responsibilities include planning and managing all aspects of alumni and donor event-based programs; managing budgets for alumni and donor events; engaging the President, Vice-Presidents, Associate Vice-Presidents, Deans and other senior University officials in the delivery of event programs; managing, coaching and providing leadership to a staff team of professional, union and student event staff; facilitating discussions and decisions about issues affecting alumni and donor events; researching and analyzing clients' needs, developing comprehensive program infrastructure to ensure consistency of program delivery; participate in stewarding relationships with program speakers, volunteers, partners; managing internal, stakeholder, and vendor relationships; collaborating with units in the Development & Alumni Engagement portfolio; ensuring UBC policies are adhered to; negotiating contracts with on and off-campus suppliers; managing a complex schedule of programs and events;ensuring consistency of communication vehicles that support the delivery of events and programs; participating as a senior member of the Stewardship & Events team. Organizational Status Reports to : Senior Director, Stewardship and Events Works with : President's Office, Chancellor and Board Office; all Vice-Presidential Offices, Deans, senior administration, faculty and staff involved in external relations; all units in the Development & Alumni Engagement portfolio; Student Affairs and Development, Ceremonies, UBC service providers, external vendors, and other senior administrators, as appropriate Contacts : Alumni, donors, students, volunteers, and external community groups Supervises : Associate Directors, Managers, Coordinators, Support Staff, Student Employees and Volunteers Work Performed Event Strategy and Infrastructure - Establish clear and consistent program protocols and processes to ensure the consistent delivery of programs - including, but not limited to project plans for the execution of event logistics, delivery of communications, management of budgets nearing $1million - Develop and implement a comprehensive program delivery strategy for local, national and international celebrations, events, and programs encompassing all alumni and donors and targeted alumni and donor communities, ensuring appropriate engagement and recognition - Manage the infrastructure and implementation of 50 + major University alumni and donor programs, including but not limited to Alumni Weekend, Alumni Achievement Awards, Blue & Gold Review, UBC Alumni Association AGM and Past President events, UBC Dialogues, Uniquely UBC, The Next Step, donor recognition activities, milestones and celebrations and Presidential tours. - Develop and manage mechanisms for program management and implementation to coordinate multiple, simultaneously scheduled programs, track participants, manage participant information, and manage associated finances Event Management - Provide ongoing guidance and advice, internally and externally, about best practices in alumni and donor event and program delivery and evaluation - Manage a system of coordinated communications, including invitations, acknowledgements, , and program promotion - Manage program assessment, evaluation and analysis mechanisms to ensure strategic alignment and continuous program improvement - Negotiate contracts with external and internal vendors - including but not limited to facilities, photographers, caterers, security, printing houses, mailing houses, rental companies - Manage budgets associated with the delivery of University-wide programs - Support the Director in the development and implementation of new initiatives to advance the University and the DAE Portfolio. - Supervise staff associated with the implementation of alumni and donor events and programs, as assigned, including Associate Directors, Managers, Coordinators. Administrative and student staff - Oversee risk management associated with the delivery of events and programs Relationship Management - Interact regularly with constituent groups including staff, volunteers, university administration, alumni and development professionals based in the central and academic units, faculty members, and students to gain their support for program initiatives - Provide resources, guidance, advice related to events as requested by colleagues across the DAE Portfolio and the University - Support relationships that contribute to UBC's reputational excellence, including those with other universities, Canadian Consulates and High Commission offices, and professional associations - Identify and contribute to the rolodex of alumni "connectors" in strategically important regions or populations - Work as an integral team member and leader within the Development and Alumni Engagement Communications Team, the Development Office and Alumni Affairs - Develop and sustain relationships with academic and campus-based units to take advantage of strategic opportunities, forge financial collaborations, and identify other synergistic opportunities to advance shared goals - Share faculty aspirations and needs to the rest of the Development and Alumni Engagement group to ensure alignment and maximize impact and investments of time and money in University events. - Perform other related duties, as required Supervision Received The incumbent works under general direction according to broad objectives. Works independently with discretion relating to negotiations, policy administration and interpretation, staff supervision, and administrative responsibilities. Overall strategic planning on global alumni and donor program management initiatives is executed in consultation with the Director and the Development Office or Alumni Affairs Team. Supervision Given The Associate Director supervises the work of Senior Events Managers, Events Managers, researchers, administrative and student staff. - Recruit, hire, train, motivate a qualified and diverse team of event professionals - Provide training, coaching, supervision, leadership of management, union and student staff - Support career development activities for staff team Consequence of Error/Judgement Given that the incumbent will be the lead planner for activities profiling the President, Vice-Presidents, Deans and other university and government leaders, as well as members of the Board of Governors, the UBC Alumni Association Board, senior level volunteers, and senior administrators of the University in high visibility programs and events, errors made in planning, budgeting or managing events could result in serious negative reputational, financial and public relations impacts for the university and its partners. The position is a critical point of contact for Development and Alumni Engagement and internal and external program providers and participants. The Associate Director is expected to make decisions and recommendations impacting the University's most senior relationships in the community. Incorrect interpretation or communication of university positions, policy and procedures or lack of tact, diplomacy or sensitivity in dealing with these alumni and senior administrators could potentially result in damaged relationships and credibility for Development & Alumni Engagement, the UBC Alumni Association, the President's Office and the University as a whole, leading to potential financial, political or reputational implications. Qualifications Undergraduate degree in a relevant discipline. Minimum of an undergraduate degree in business, communications or social sciences, and a graduate degree is preferred. Minimum of six years experience or the equivalent combination of education and experience. Minimum eight years relationship management and/or event management experience or an equivalent combination of education, training and experience. Experience in donor relations and skilled in strategy development. Thorough knowledge of the university environment and academic structure is an asset. Ability to work independently while exercising good judgement at all times. Well-developed analytical and problem-solving skills are required, along with skills in conflict resolution. Ability to work simultaneously on a variety of complex projects with imposed deadlines; Strong conceptual abilities combined with high attention to detail. ability to formulate strategic plans; effective communication skills, verbal and written; strong interpersonal skills required in liaising with major donors, corporate executives and senior university administration; proven ability to work with the University's senior-most donors to advance the University's mission; tact, diplomacy, discretion and sound judgment required. . 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, or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.