Programs and Events Coordinator

UFV Student Union Society; Abbotsford; On-site; CAD 45,000; Full time

Job summary

An established industry player is seeking a Programs and Events Coordinator to lead the planning and execution of dynamic events for the UFV community. This role offers a unique opportunity to collaborate across departments and engage with students, ensuring that all programming aligns with the organization's mission of inclusivity and support. The ideal candidate will have a strong background in event planning, excellent communication skills, and the ability to adapt to changing priorities. Join a close-knit team and make a meaningful impact while enjoying a competitive salary and comprehensive benefits.

Benefits

Health & Dental benefits

Generous leave allowance

Monthly cell phone allowance

12 days of vacation

Winter break allowance

Qualifications

• 1+ years of experience in event planning and project management.
• Strong customer service skills and ability to communicate effectively.
• High level of computer literacy with Microsoft Office and project management tools.

Responsibilities

• Plan, design, and execute events for the UFV community.
• Collaborate with departments and external vendors for successful events.
• Monitor and evaluate event success through feedback collection.

Skills

Event Planning

Project Management

Customer Service

Communication

Organization

Adaptability

Teamwork

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Slack

Basecamp

Eventbrite

Job description

Programs and Events Coordinator

The University of the Fraser Valley Student Union Society (SUS) is a BC Not-For-Profit Society representing and serving UFV students. The Society manages the Student Union Building and facilitates services such as the UFV U-Pass, food services, and the student health and dental plan. SUS also provides support to an active community by organizing events and providing wellness and developmental programming. As the official representative body of UFV students, our mission is to be an inclusive community that provides high-quality, accessible programs and services. We are the unified voice advocating on behalf of student interests in the UFV community, ensuring each student has opportunities to thrive.

Work Schedule:18-month contract. Full Time 37.5 hrs per week (Mon-Fri)

Compensation:$45,000

Reporting to:Programs and Services Manager

Location:Abbotsford

Start Date: ASAP

POSITION DESCRIPTION

SUS is looking for a new Programs and Events Coordinator. This dynamic role is responsible for the planning, design, promotion, and execution of SUS events and programming. The coordinator will actively collaborate across departments and liaise with external organizations such as vendors and suppliers, as well as ensure all programming and events fall within SUS’s mission, vision, and values.

Day-to-day tasks include arranging event and program supplies, completing event detail forms, budget forms, and floor plans, connecting with vendors, and ensuring student and staff feedback is collected and analyzed. The ideal candidate will possess a strong background in event planning and execution as well as knowledge of project management initiatives such as timeline setting, delegating tasks, and creating plans. This is a fantastic opportunity to work with a close-knit team and gain invaluable experience that will allow you to grow and develop in this field.

DUTIES AND RESPONSIBILITIES

The Programs and Events Coordinator has specific responsibility for a variety of functions, including but not limited to the following outlined below:

• Assist in the execution of the annual event calendar planning and ensure all events fall within the SUS strategic plan and are aligned with the values and priorities of the organization.
• Develop, plan, arrange, and facilitate programming and events for the UFV community
• Provide monitoring and evaluation data through the development and completion of feedback questionnaires for events, recommending changes to the Programs and Services Manager.
• Collaborate across SUS departments, including Executives, Marketing, and Facilities, and ensure all departments work on events and programming cohesively.
• Lead SUS campaigns (Safe Driving Week, etc.) and administer annual programming (Angel Tree, Student Perks Program).
• Complete necessary documentation for all events and programming, ensuring all events have the necessary supplies, and helping before, during, and after the event.
• Be the point of contact for suppliers, vendors, employees, and volunteers for all events and programming.
• Develop engagement with the student body by conducting outreach initiatives with SUS Executives.

QUALIFICATIONS AND EXPERIENCE

• Event Planning and Project Management: 1+ years of event planning and project management experience are required for this role.
• JEDI Experience:Recognizing the importance of JEDI (Justice, Equity, Diversity & Inclusion) initiatives as well as understanding how to administer them in an educational setting.
• Strong Customer Service Skills:Solve problems, demonstrate patience, ensure stakeholder satisfaction, and resolve vendor, supplier, and staff complaints when necessary.
• Communication Skills: Ability to communicate clearly and concisely, over the phone, in person, and via email, as well as provide and receive constructive feedback.
• Computer Literacy: High level of computer literacy, including intermediate experience with Word, Outlook, PowerPoint, and Excel. Knowledge of Slack, Basecamp, and Eventbrite is considered an asset.
• Organization and Time Management Skills:Be able to set project priorities, conduct needs assessments, and successfully execute projects within a specified timeframe.
• Adaptability and Flexibility:Be able to take on projects with minimal notice, adjust priorities, rearrange schedules, and prepare backup plans for all events and programming.
• Teamwork Skills: Must be able to collaborate and support staff operations at SUS and work actively on improving services offered.
• Work Ethic: Professional work ethic, exercising good judgment, initiative, confidentiality, and a high degree of professionalism.

COMPENSATION AND BENEFITS:

$45,000 annually, and a comprehensive Health & Dental benefits plan. We offer a generous leave allowance, including 12 days of vacation in addition to a winter break (typically 10 days at the end of December). This position also receives a monthly cell phone allowance.

We request that all applicants submit both a cover letter and a resume.

The UFV Student Union Society is proudly committed to creating a diverse environment. As an equal opportunity employer, all qualified candidates will be considered without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age.

We thank all applicants for their interest; however, only selected candidates will be contacted for an interview.