Coordinator, Protocol, Ceremonies & Events

Responsibilities

• Provide complex administrative and event support for university ceremonies, strategic events, and VIP recognition functions
• Oversee the non-academic space booking system, managing requests, approvals, and campus-wide availability
• Coordinate event logistics including space booking, supplier liaison, volunteer recruitment, and on-site execution
• Support annual convocation ceremonies by managing complex guest lists, RSVPs, seating plans, and ceremonial documentation
• Manage departmental finances, including invoice processing in Workday, expense reconciliation, and budget tracking
• Develop and maintain event resources, website content, and communication materials to enhance the event planning process
• Liaise with diverse campus stakeholders, including senior administration, faculty, and external partners, to ensure seamless event delivery

Requirements

• Completion of at least two years of post-secondary education
• Minimum of four years of related professional experience
• Advanced proficiency in Microsoft Office, particularly Excel for managing complex data and lists
• Proven experience in event coordination, project management, or high-level administrative support
• Exceptional organizational, analytical, and problem-solving skills
• Strong interpersonal and communication skills with the ability to interact diplomatically with senior executives
• Ability to work a flexible schedule, including occasional evenings and weekends, and access to a reliable vehicle for off-campus events

Preferred Qualifications

• Experience working within a university or large institutional environment
• Knowledge of university protocols, organizational structures, and academic policies
• Experience with graphic design, web content management, or registration systems
• Background in the hospitality industry

About the Company

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. UBC is a leading employer in British Columbia and Canada, committed to fostering an inclusive and diverse community that supports inspired students, faculty, and staff in their journey of discovery.