20 Nov

Events Engagement Officer Jobs Vacancy in University British Columbia Kelowna

Events Engagement Officer
University British Columbia
Kelowna BC
20 Nov, 2018 30+ days ago

University British Columbia Kelowna urgently required following position for Events Engagement Officer. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

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Events Engagement Officer Jobs Vacancy in University British Columbia Kelowna Jobs Details:

The Events & Engagement Officer will elevate the research profile of UBC's Okanagan campus, strengthen the internal research culture, evaluate opportunities for engagement with priority audiences, and support the strategic goals and objectives of the Vice-Principal Research and Innovation portfolio. The Events & Engagement Officer is responsible for leveraging a range of internal and external communication channels to promote events that elevate the profile of UBCO research . The Events & Engagement Officer will contribute to the development of an annual event plan and will work in close collaboration with the campus community and its strategic partners to plan, organize and promote high-impact, high-quality internal and external events.

Organizational Status

This position reports directly to the department's Marketing & Communications Strategist and indirectly to the Vice-Principal Research and Innovation (VPRI). The Events & Engagement Officer works closely with research faculty, institute directors, embedded faculty communicators, and administrative staff and with external partners and community stakeholders.

Work Performed

Research Promotion
  • Collaborate with the VPRI Marketing & Communications Strategist to create an annual event plan in support of the VPRI's strategic vision and objectives; ensure that event programming and promotion enhance and deliver the desired message

  • Collaborate with Faculty to mobilize research knowledge and engage stakeholders

  • Research, write and/or edit event materials (speaking notes, invitations, media advisories, website content, digital presentations, event programs, posters, handbills, direct email campaigns, e-newsletters, digital signage, social media feeds etc.) to showcase the impact of research and creative scholarly activity including the intiatives and achievements of UBCO Research Institutes and Clusters of Research Excellence

  • Manage event related content for VPRI web site(s) and related social media channels including speaker bios, event advisories, event programs, highlights and stories.

  • Liaise with strategic partners, including UBC departments, media, and external local, national and international institutes and universities, not for profit and community organizations, governmental and policy making organizations.

  • Identify publicity opportunities; prepare event advisories to highlight innovative research achievements and activities to the campus community and local media.

  • Coordinate activities to enhance the reach and profile of VPRI events and increase audience engagement and satisfaction in each event (i.e. Slido, Pigeonhole Live, Facebook Live, webcasting, podcasting, filming/videography through UBC Studios)

  • Manage internal and external promotion to generate interest and support for VPRI events

  • Manage relationships with high-profile speakers, ensuring confidentiality, providing briefings and speaker support

  • Explore/create earned media opportunities for VPRI events in conjunction with UBC Public Affairs

  • Maintain the collection of digital assets such as photos and videos to support related event promotion

  • Event Management
  • Plan, organize and execute a wide variety of events on and off-campus. These will include research awards celebrations, town halls, partner symposiums, public forums, workshops, celebratory events, press conferences, and others, executed in keeping with UBC protocol, brand standards and VPRI office strategic plan:

  • - Plan, organize and execute all pre-and-post event logistics, including venue/room bookings, catering requirements, IT technician support, facilities requests, onsite (day- of) event coordination, prepare and disseminate workshop/conference materials, arrange volunteer coordination (as needed)
  • Book speakers, create and curate mailing lists

  • Set up and manage event registration process

  • Negotiate contracts with on and off-campus suppliers

  • Develop detailed project plans and briefing documents including scope, format, design, budget, schedule and project team responsibilities; responsible for project execution and for activity and financial reporting post-event

  • Design and implement tools to promote, analyze and report on events; provide recommendations for future events

  • Consult with University Relations, Ceremonies & Events, Development & Alumni, and the Office of the Deputy Vice-Chancellor (DVC) on matters of protocol, event planning procedures, etc.

  • Accountable for compliance with UBC policies related to all aspects of event coordination, finance and supplier management

  • Liaise with relevant stakeholders to define project scope, establish communication objectives and ensure logistical feasibility of VPRI events

  • Facilitate key relationships with research institutes and clusters of research excellence, faculties and administrative units (e.g. DVC and Community Engagement Office, Development & Alumni) who are planning and executing complementary events

  • Conduct surveys and act as liaison with internal and external stakeholders to determine interest and functional requirements for VPRI organized events; Identify opportunities to increase audience attendance and engagement at VPRI events

  • Design, build and maintain a calendar of all research-related events on and off campus

  • Develop and implement a set of checklists and standards to ensure effective event planning and execution

  • Recommend and develop processes for the management of segmented audience lists/databases; responsible for maintaining VPRI distribution lists

  • Provide event planning and logistical support to research institutes and the community engagement office for research and innovation related events, as directed.

  • Other related duties as required

  • Supervision Received

    This position reports directly to the department's Marketing & Communications Strategist and indirectly to the Vice-Principal Research and Innovation. This position works under general direction, and is expected to resolve problems using initiative and judgement; work is reviewed for achievement of objectives, soundness of judgement, quality and effectiveness of results.

    Supervision Given

    May manage and coordinate the work of staff and event volunteers.

    Consequence of Error/Judgement

    The Events & Engagement Officer works with a degree of independence and must exercise professionalism, tact and diplomacy in all interactions. This position is critical to developing and maintaining relationships and a public profile for the Office of Vice-Principal Research and Innovation. Error in performing duties or inappropriate disclosure of confidential information may adversely affect the reputation of Researchers, Faculty Scholars and Associates, and the University. Situations or problems that would require exercising judgment include, for example, public events, development of communication materials and interactions with internal and external stakeholders.
    The Events & Engagement Officer is expected to make sound decisions and recommendations impacting the VP Research & Innovation Office's relationships in the community. Errors in judgment or action could have a significant negative impact on the reputation of the University and its community partnerships; incorrect interpretation or communication of University positions, policy and procedures or lack of tact, diplomacy or sensitivity in dealing with stakeholders could potentially result in negative financial implications for UBC.


    Undergraduate degree in a relevant discipline. Undergraduate degree in marketing, public relations, communications or journalism preferred. Specialized training in community engagement, facilitation and/or project management would be an asset. Strong interpersonal skills, an interest and ability to connect with leading university scholars; Understanding of basic and applied research activities, initiatives and goals of the Office of the Vice-Principal Research and Innovation at UBCO. Minimum of four years experience or the equivalent combination of education and experience. An understanding of and experience with brand development and reputation management in a higher-education setting is a key asset. Highly effective written and verbal communication skills including the ability accurately proofread for spelling, grammar, and punctuation errors. Strong planning, organizational, time-management, decision-making, problem-solving and interpersonal skills. Ability to think critically, make thoughtful, informed decisions and use sound judgment. Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources. Proven ability to manage multiple projects and priorities in a complex work environment. Experience working with budgets and managing service contracts. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English using a variety of communications platforms (i.e., print, web, and social media). Knowledge of university policies and procedures. Ability to work effectively independently and in a team environment. Knowledge of emergent technologies, content management systems (WordPress), and best practices for social media and the web is an asset. Demonstrated ability to implement and monitor digital performance metrics and other relevant tools (e.g. Qualtrics, Campaigner, Google Analytics). Proficient in Microsoft Office and familiar with the use of audience engagement platforms (e.g. Slido, Pigeonhole Live), database and project management tools, and presentation software (e.g. Keynote, Prezi, PowerPoint).

    Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

    All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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