Events and Communications Coordinator

The University of British Columbia; Vancouver; On-site; CAD 60,000 - 80,000; Part time

Job summary

A leading university seeks an Events and Communications Coordinator to support the development and management of communication strategies and coordination of events for the Samuel Laboratory in the Faculty of Medicine. This role requires strong administrative skills, a commitment to diversity and inclusion, and proficiency with various software tools to ensure effective communication and event delivery.

Qualifications

• Experience in event coordination and communications.
• Intermediate skills in Microsoft Office and graphic software are preferred.
• Commitment to diversity and inclusion.

Responsibilities

• Coordinate complex events and manage logistics.
• Design communication materials and manage social media.
• Provide administrative support for the research team.

Skills

Interpersonal skills

Social media skills

Event coordination

Communication skills

Organizational skills

Education

High School graduation plus one year of post-secondary education

Tools

Canva

Adobe Photoshop

InDesign

WordPress

Microsoft Office

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Events and Communications Coordinator

Department

Samuel Laboratory | Department of Paediatrics | Faculty of Medicine

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

June 26, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Jun 30, 2026

This part-time position will work 0.80FTE (28 hours/week).

This offer is conditional upon successful completion of a Criminal Record Check.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites. Salary for this position will be pro-rated for 0.80FTE.

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 Events and Communications Coordinator will support the development of communication materials for Principal Investigator’s Lab and the ENRICH health research training program, as well coordinate all in person and virtual events organized by the teams.

Duties include designing and developing newsletters, promotional materials, direct mail and emails, and multi-media, social media and website updates and maintenance. Importantly, the incumbent will guide the planning and implementation of various new and recurring events, including invited seminar series, learning activities, annual symposia, retreats, and learner and patient engagement programs organized by the team.

Duties will include general administrative coordination (calendar management, booking meetings, email management) for the research team and the ENRICH training program.

The incumbent must be available to work flexible hours depending on business needs, which includes occasional evenings, weekends and travel outside the city one week of the year.

Organizational Status

The Events and Communications Coordinator reports to the Research Program Manager. The incumbent will regularly interact with personnel in other departments and units within UBC, BC Children’s Hospital Research Institute, Division of Nephrology at the BC Children’s Hospital, and partners within the ENRICH training program learning and mentoring community.

Work Performed

Events Coordination (70%):

Coordinates the complex processes, procedures and workflow for all events, seminars, workshops, conferences and meetings hosted by the team.

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.

Oversees the hotel bookings and catering requests for large events by gathering quotes and completing booking forms under guidance from the Research Program Manager.

Oversees registration process for 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.

Handles event promotion, including sending emails to the relevant communities and updates and uploads events to the website content management system (WordPress).

Provides event 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%):

Designs content and implements communications tactics that align with the program’s vision

Manages calendars, books meetings for the team to execute the vision of the research lab and training program.

Provides email management support by monitoring inbox and responding to inquiries and completing administrative tasks.

Assists communications projects including return on investment reports, 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. Assist with preparation of power point slides and return of investment reports

Assists with the production and maintenance of a consistent look and feel throughout all communications and marketing materials, ensuring all materials meet the requirements for UBC and ENRICH program guidelines, and adheres to visual identity/graphic standards and brand creative platform (tone and manner).

Creates and maintains directories and mailing lists for the research and training program groups.

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 Research Program Manager, 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.

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 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, BlueSky 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.