University of British Columbia Kelowna, BC, Canada
Nov 07, 2018Full time
Job ID : 31829 Location : Kelowna - UBC Okanagan Employment Group : Management&Professional (AAPS) Job Category : Student Management Classification Title : Student Management, Level A Business Title : Events and Projects Manager VP/Faculty : UBCO-Provost&VPrncplAcdmc Department : UBCO-StudentRecruitmentAdvsng Salary Range : $52,103.00 (minimum) - $62,548.00 (midpoint) - $75,055.00 (maximum) Full/Part Time : Full-Time Desired Start Date : 2019/01/02 Job End Date : 2019/12/31 Funding Type : Budget Funded Other : Leave Replacement Closing Date : 2018/11/14 Available Openings : 1 Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience. Job Summary The Events and Projects Manager in the Student Recruitment and Advising (SRA) unit is responsible for the planning, implementing and evaluating of large scale events and projects related to the Student Recruitment and Advising portfolio. The Events and Projects Manager is a member of the SRA team and works with initiatives that support the enrolment of both campuses of UBC. These initiatives include but are not limited to Destination UBC, UBC Welcomes You and Experience UBC. This position will also assist with advising prospective students during peak periods. This position also has oversight of department Office Administration and Financial Reporting and ensuring accurateness and completeness of information. Organizational Status UBC Student Recruitment and Advising serves as a Welcome Centre for prospective UBC students. The office provides information, services, and programs for prospective students and their parents, and counsellors from Canadian secondary schools and colleges. The incumbent works independently under the general supervision of the Associate Director of Student Recruitment and Advising. The Events and Projects Manager is expected to regularly interact and partner with the SRA team and other units and faculties across both campuses of UBC. This position also establishes and maintains connections with members of the external community who work within the local school districts. The individual must work cooperatively with other staff, students, and campus partners to ensure that events reflect the quality of the UBC institution. Work Performed Provides project management by: - Developing project plan including the budget for new and recurring projects - Ensuring consensus by initiating communication with SRA team on both campuses and colleagues in various units. - Monitoring, maintaining and adjusting project plan and budget to ensure plans are on track for project launch dates. - Recruiting, communicating with, training and scheduling student volunteers and staff for various events and projects. - Ensuring continuous improvement by summarizing learnings from project and implementing changes to improve results for next event/project. Manages event planning by: - Ensuring the successful launch of the program on event day, corresponding with vendors to ensure on track for commitments, organizing layout of event and managing event day on site. - Assessing event supply needs, ensuring supplies are ordered and sufficient for event size. - Managing the work of student and staff volunteers on event day. - Create venue for event feedback, compile results and incorporate changes into next event. Advises prospective students during peak times by: - Providing information on all aspects of academic program options, application, admission, registration, housing, awards and financial assistance, extracurricular activities, and orientation to UBC. - Applying knowledge and understanding of complex requirements and policies in making appropriate responses and offer advice based on individual assessment of each situation. - Provide training to Enrolment Services employees related to admissions processes and policies, programs, application process requirements, advising services etc. - Oversight of complex and challenging student enrolement issues identifying options and ensuring resolution. - Provide support for the ESAR role to ensure coverage during absence and/or during peak periods. Oversees office administration by: - Responsible for onboarding and orientation for new employees and liaises with campus departments as required. - Responsible for off-boarding/transition and/or transfer requirements for employees. - Responsible for oversight of invoices and identifies and follows up on discrepancies and ensure resolution in accordance with Finance policy. - Review and analyze department Finance reports ensuring expenses are appropriately documented and supported. Flag, follow up and resolve discrepancies. - Other Duties as required. Supervision Received Reports to Assistant Director Student Recruitment and Advising. Works independently according to established objectives and work is reviewed for achievement of program goals and effectiveness of results. Supervision Give Manages student staff and oversees volunteers. Consequence of Error/Judgement The Events and Project Manager is expected to exercise judgment, diplomacy and tact in all interactions associated with the functions of this position. Decisions have a direct impact on the creation, revision, and implementation of events and initiatives and affect the reputation of UBC with prospective students and their parents. Poor performance or inappropriate judgment in this position would contribute to the inefficient operation, budget mismanagement and could result in a negative impact on the reputation of UBC and specifically the program. Errors in decision making can have a serious negative effect on the Departments ability to carry out its mandate. Qualifications Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the equivalent combination of education and experience. Minimum of two years' related experience, or an equivalent combination of education and experience. This position is required to manage complex events and ensure they are delivered at high quality and within the time frame. Thorough and accurate work is essential. Work outside of the typical operating hours of the University will be required, including evening and weekend work. Flexibility with scheduling is necessary. - Proven ability to organize small and large scale events and coordinate student development programs. - Experience coordinating complex programs including development, planning, and implementation of ideas collaboratively with stakeholder groups - Ability to work flexible hours, including evenings and weekends - Previous experience with supervision of student staff (including hiring, training and performance management) would be an asset - Ability to deal with a diversity of people in a calm, respectful, and effective manner - Proven organizing, administrative, problem-solving abilities. - Ability to motivate individuals toward accomplishing unit objectives. - Good interpersonal skills. Exceptional communication skills, both verbal and written. - Proven ability to take initiative. A highly motivated, creative person with outstanding critical thinking. - Ability to plan ahead, anticipate problems, and meet deadlines. - Demonstrated ability to work collaboratively with a variety of different stakeholders. - Ability to analyze problems, identify key information and issues, and effectively resolve. . 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.