Events Data and Communications Coordinator

ubc; Vancouver; On-site; CAD 53,000 - 55,000; Full time

Job summary

UBC in Vancouver is seeking an Events Data and Communications Coordinator to support the Protocol, Ceremonies & Events team for a range of university events. The role emphasizes data management, including financial data, lists, and event communications, with flexible hours including occasional evenings and weekends.

The incumbent works closely with the President and Chancellor office and will provide complex event and administrative support, coordinating schedules, invitations, and

Responsibilities

• Coordinates and provides general administrative support for events.
• Prepares complex event schedules and related communications.
• Manages invitations, guest lists and mailing lists.
• Oversees event photography/videography and asset archiving.
• Produces monthly financial reports and reconciles event expenses.

Job description

Staff - Union

Job Category: CUPE 2950

Job Profile: CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title: Events Data and Communications Coordinator

Department: Associate Director | Ceremonies and Events Office

Compensation Range: $4,732.00 - $4,972.00 CAD Monthly

Posting End Date: October 20, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date: Ongoing

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

This position provides complex event and administrative support to the Protocol, Ceremonies & Events team on the coordination and execution of a variety of events on behalf of the President and/or the Chancellor. This position has a particular focus on data, including financial data, list coordination and event communications. The incumbent works flexibly and collaboratively within a high profile and high performing (busy) office. This position requires work outside regular hours and may include occasional evenings and weekends.

Organizational Status

Reports to the Associate Director and will receive work assignments from other M&P staff.

Work Performed

Events Data and Administration

• Coordinates and provides general administrative support for events, either with an Events Lead or independently.
• Ability to coordinate work processes and establish work schedules/priorities when supporting event management staff with project-based and event-specific tasks for large scale special events. This may include researching recommending cost estimates, liaise with internal and external departments, coordinating meetings, minute taking and distribution, drafting event and briefing materials.
• Prepares complex event schedule, particularly as it relates to communications required for events.
• Prepares and distributes general event planning information (function sheets, notifications).
• Responsible for creating and distributing invitations (including manipulating and compiling data for guest lists).
• Oversees inputting and maintaining contact & mailing lists as provided by and for the Protocol, Ceremonies and Events department
• Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general, and the Protocol, Ceremonies and Events department in particular.
• Performs other related duties as related to the general business of the Protocol, Ceremonies and Events department.
• Provides coverage and backfill for other administrative team members at the direction of the Senior Director or Associate Director.

Event Communications

• Develops, proofreads and edits event collateral, such as print and electronic invitations, programs, maps, menus, website content, on-line rsvp site
• Coordinate communication to external organizations, such as government bodies, institutions, industries.
• Oversight and coordination of event photography/videography and curation and archiving of multimedia assets.
• Creating and maintaining editorial calendars for content across different communications channels
• Updates social media channels and website content.
• Oversees notifications and communications related to flag lowering(s) on campus.
• Researches and provides recommendations, timelines regarding promotional tools for large scale events.
• Coordinates updates to "UBC Events" website - listing various ceremonies, university functions and events being organized by Protocol, Ceremonies and Events
• Researches, reviews, and provides recommendations regarding electronic support systems, such as list management, online invitations and systems; with a view to providing sustainable and economic alternatives;
• Coordinates projects with Media Relations, Brand and Marketing and external web management company regarding applications/software for online/electronic tools and programs.

Unit and Event Finance

• Coordinates the implementation of contracts for services, approve suppliers' invoices, maintain financial records, review final billing submitted to clients for events and prepare reports.
• Generates monthly financial reports to assist event managers to reconcile their event expenses/revenues.
• Performs complex reconciliations, records journal entries, and tracks expenses/revenues to ensure accuracy and compliance.

Events Assistance:

• Supports event management staff with event-related tasks; formats invitations, guest lists, nametags as well as labels; tracks responses by various methods and provides updates to relevant Protocol, Ceremonies and Events staff as well as external clients.
• Tracks RSVPS, distributes RSVP reminders and up-dated guest lists on a timely basis.
• Provides customer service