Program Coordinator

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

The University of British Columbia seeks a Program Coordinator for the Creative Destruction Lab. This role involves planning and executing mentor sessions, overseeing operations, and coordinating projects. Ideal candidates will have strong organizational and communication skills, with a commitment to diversity and inclusion.

Qualifications

• Four years of related experience or equivalent education.
• Commitment to equity, diversity, and inclusion.

Responsibilities

• Coordinates arrangements for CDL programming and events.
• Oversees daily operations and administration.
• Acts as the primary contact for attendees.

Skills

Communication

Organizational Skills

Customer Service

Problem Solving

Education

High School graduation

Two year post-secondary diploma

Tools

Microsoft Office

G Suite

Salesforce

Slack

AirTable

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8) Job Title Program Coordinator Department Operations | Creative Destruction Labs | UBC Sauder School of Business Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date May 25, 2025

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

Job End Date

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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Creative Destruction Lab (CDL) is a unique non-profit program for massively scalable seed stage science-based technology startups. CDL provides milestone-based coaching to early stage companies over the course of 9 months with the goal of maximizing the commercialization of hugely impactful scientific or deeply technical breakthroughs and technology cluster development in the region. The program's mentors are successful entrepreneurs with years of experience in building and scaling technology-oriented companies.

The Creative Destruction Lab-Vancouver (CDL-Vancouver) is housed at the University of British Columbia (UBC).

The Program Coordinator is responsible for all aspects of planning and execution of full-day mentor sessions and key events essential to the CDL Vancouver program, providing complex coordination and support leading up to and during the program.

The Program Coordinator also oversees the unit’s daily operations and administration, and is responsible for the coordination of a variety of internal and external projects supporting the CDL Vancouver Program under the direction of the Project Manager.

Organizational Status
Reports to the Project Manager. Works closely with and supports other members of the CDL-Vancouver team. Liaises with other UBC departments, internal and external CDL community members, students, external stakeholders, vendors and CDL Global team.

Work Performed

Program Coordination and Marketing

• Coordinates arrangements for the CDL programming and provides complex coordination, planning and execution of the essential to the CDL programming venture sessions and events.

• Establishes schedules and priorities and keeps track of deadlines and task completion.

• Communicates program-related information to the participants, CDL community and internal and external stakeholders, including sessions/events RSVP emails, calendar invitations, briefing emails, etc. Tracks attendance and collects any other information required for the session/event.

• Acts as the primary point of contact for attendees and internal teams leading up to the sessions/event and supports with registration of attendees during the sessions/events. Handles and resolves complex inquiries, issues and requests, escalates as needed.

• Oversees the planning and logistics of CDL program events (e.g., Mentor Dinner, Venture Networking event, Venture Evaluation and Selection week, etc.) by researching and securing venues, catering and supplies and coordinating travel arrangements.

• Liaises with various stakeholders and vendors in the coordination of the CDL sessions and program events.

• Assists Project Manager with the development of the session/event budgets. Monitors expenses to ensure the event does not exceed the budget, reconciles expenses and processes invoices.

• Assists in the development and oversight of program related surveys and evaluations. Tracks attendance, produces and compiles regular and ad hoc reports and reviews results.

• Maintains the accuracy and integrity of CDL’s database of stakeholders in Airtable and Salesforce.

• Oversees and executes the production of program-related print materials (name badges, name tents, documents, and simple signage), ensuring consistency in the overall quality and design.

• Coordinates the development and delivery of the marketing materials to share CDL-Vancouver activities with the wider network.

• Communicates mentor and partner engagement information and updates to both CDL-Vancouver partners and event sponsors.

• Creates CDL-Vancouver promotional materials and presentations, including social media posts, press releases, and representation of CDL-Vancouver at CDL-Global marketing meetings.

• Updates and maintains marketing materials including program overviews, annual reports and community content, highlighting relevant alumni ventures and ensuring metrics and programming overviews are up to date.

• Maintains inventory and coordinates the procurement and delivery of CDL swag and attendee gifts.

• Attends events and sessions as required and provides day of support when required.

• Oversees tasks assigned to student volunteers and interns in support of the CDL program.

• Develops and documents procedures in relation to event/session administration and coordination.

Office and General Administration

• Oversees complex administrative operations of the CDL unit by prioritizing and responding to complex inquiries, maintaining office and master schedules, scheduling team meetings and events, coordinating travel arrangements for the team, processing expenses and overseeing office space and equipment needs.

• Ensures that administrative policies and procedures are observed and ensures compliance with UBC policies.

• Provides input into departmental policies. Creates and structures internal and external SOPs and documentation in order to facilitate knowledge sharing.

• Shares knowledge and expertise with CDL team by providing training and guidance with tools and technologies used at CDL, such as AirTable, Google Suite, Slack, Salesforce, etc.

• Maintains information on the CDL-Vancouver website and updates as needed.

• Assists with ad hoc projects and performs other related duties as required.

Consequence of Error/Judgement

Exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants and may damage the reputation of the CDL and UBC.

Frequent interaction with internal and external stakeholders requires excellent communication skills and tact to avoid negative impact on the University, UBC Sauder and CDL public profile.

Supervision Received
Reports to the Project Manager. Works independently under broad direction. Receives direction or task assignment but exercises independent judgment in selecting and interpreting information and implementing priorities.

Supervision Given
May oversee and supervise work assignments of student assistants and/or temporary staff.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, 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

• Computer experience: intermediate to advanced level in Microsoft Office Word, Excel, PowerPoint, Outlook, Internet Explorer, Adobe Acrobat.

• Experience with G Suite, Slack, AirTable, Salesforce is a strong asset.

• Experience working in a fast-paced, flexible environment.

• Experience managing small to medium sized projects and/or events.

• Ability to work independently and as a member of a team, and ability to maintain effective working relationships.

• Experience in secretarial/administrative practices and office procedures.

• Effective oral and written communication, interpersonal and organizational skills.

• High level of customer service skills with the desire to assist others.

• Passion to consistently meet or exceed performance objectives.

• Ability to prioritize work, multi-task and meet deadlines.

• Ability to work well under pressure and adapt to changing priorities.

• Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.

• Ability to maintain accuracy and attention to detail.

• Ability to exercise tact and discretion and to maintain confidentiality.