University of the Fraser Valley

Located in the beautiful Fraser Valley just east of Vancouver, British Columbia, Canada, the University of the Fraser Valley (UFV) is a fully accredited, public university that enrolls approximately 15,000 students per year. UFV has campuses and locations in Abbotsford, Chilliwack, Mission, Hope and Agassiz, and a growing presence in Chandigarh, India.

University of the Fraser Valley Abbotsford, BC, Canada
Jan 18, 2019
Full time
Posting number 2019.018 Position Assistant, Ceremonies & Events Group Staff Department Marketing, University Relations Location Abbotsford Contract type Staff, 100% full-time, Temporary (maternity leave replacement) Start date As soon as possible after closing date End date 1 year contract Salary scale $3,611.37 - $4,358.65 per month (Staff pay group 6) Closing date January 31, 2019   About UFV The University of the Fraser Valley (UFV) is nationally recognized for its emphasis on teaching excellence, experiential and applied education, community engagement, and Indigenization. UFV is the school of choice for over 15,000 students. With six campuses and centres, UFV offers undergraduate and graduate programs in the arts, sciences, and professional studies, as well as trades and technology education, university preparation, and continuing education. At UFV, we are dedicated to changing lives and building community. Our educational goals are to prioritize learning everywhere; be flexible and responsive; collaborate across boundaries; develop local and global citizenship; and integrate experiential learning. A British Columbia “Top Employer”, we are committed to providing a welcoming, inclusive and dynamic learning and working environment that is fair and respectful of everyone. Our culturally diverse employee and student populations reflect the local, national, international and Indigenous communities we serve. If you see yourself as a lifelong member of a community that values and nurtures innovation and creativity, cultivates leadership and citizenship, and where success builds on success, you belong at UFV. Posting details The Assistant, Ceremonies & Events will support the Manager, Ceremonies & Events in the planning, production and delivery of UFV events across on-and-off campus with a focus on logistical planning and execution to a high standard. This role will also take the lead in smaller-scale events. Event Support Supports the Manager, Ceremonies & Events to ensure timely and planned and professional delivery of events. Advises on event requirements working with key stakeholders. Supports the Ceremonies & Events team with the planning, development and execution of event project plans. Provides timely, coordinated support during all phases of event delivery and production. Responsible for logistics operations, including completing key tasks personally. Serves as a key contact on the day of and all days leading up to an event. Available at any time to address concerns and provide updates. Coordinates and manages external vendors as they prepare and arrive onsite. Monitors and tracks the event as it progresses, documenting areas for adjustment. Recruits, trains, assigns duties and supervises volunteers at institutional events. Recruits through strategic messaging to UFV community. Provides volunteer coordination and determines positions. Provides training and direction to event volunteers. Assists with managing suppliers and supporting the work of suppliers for events. Identifies and consults with vendors (suppliers, entertainment, etc.). Prepares cheque requisitions and supply requisitions as required; uses UFV credit card when required. Applies for liquor licenses as required and fulfills paperwork required under Policy 15. Event Marketing Support Collaborates with Marketing for preparation and project management of marketing and promotion related to special events. Creates production management schedules to ensure team tasks are organized and completed on time. Assists with the preparation of promotional materials for print and display. Provides digital marketing support. Proofs design materials for print and display. Provides suggestions and recommendations. Assists with quoting and procurement of event print collateral. Creates event print collateral and provides design support as required. Maintains the Ceremonies and Events website. Manages content on the online UFV Event calendar including editing and screening submissions. Creates event e-vites and tracks RSVP lists using Raisers Edge and Mail chimp. Supports the President’s office when necessary with e-vites and tracking RSVP’s. Manages internal event equipment booking database. Administrative Support Enters donor information, event invitation and participant lists on appropriate technology in Raiser Edge database. Coordinates guest lists, food service arrangements, seating charts and nametags. Manages vendor inquiries. Researches technology, collateral and equipment suppliers. Tracks established event budgets. Other Assists with coordinating event set-up and take down. Attends all ceremonies and events. Qualifications Completion of a recognized certificate in office administration or Hospitality and Event Planning from a recognized post-secondary institution and three years of related experience in special events planning, preferably in a university setting.   How to apply Direct resume including evidence of appropriate qualifications by January 31, 2019 , referring to Posting #2019.18 to:   Email application to: hrinfo@ufv.ca Human Resources University of the Fraser Valley 33844 King Road, Abbotsford, BC, Canada V2S 7M8 Phone: (604) 854-4554 Fax: (604) 854-1538 Website: ufv.ca Find out how to prepare your application Please note: We thank all applicants for considering UFV for employment. Incomplete applications will not be processed. In order to be environmentally and fiscally responsible, only short-listed candidates will be contacted for interviews. Short-listed candidates may undergo a criminal record check and/or a verification of their education credentials, as required. Shortlisted applicants for staff positions will be required to provide copies of their most recent evaluation summary. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. UFV is committed to the principle of equity in employment .