Communications and Events Coordinator

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title
Communications and Events Coordinator

Communications & Engagement School of Biomedical Engineering Faculty of Medicine

Compensation Range
$3,881.00 – $4,082.00 CAD Monthly

Posting End Date
December 1, 2022

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

Job End Date

Job Summary

The School of Biomedical Engineering is a partnership between the Faculties of Medicine and Applied Science. The School is a nucleus for education and training, research, and innovation in biomedical engineering; creating new knowledge, new academic and training programs, and fostering translation and innovation. The School is currently responsible for 350+ undergraduate students, 140+ graduate students and 30+ faculty. Over time, the School will be responsible for as many as 400+ undergraduate students, 200+ graduate students and 40+ faculty.

The Communications and Events Coordinator will support the development of marketing and communication materials for the SBME, including designing and developing newsletters, promotional materials, direct mail and emails, and multi-media, social media and website updates and maintenance. In addition, the incumbent will guide the development and implementation of various new and recurring events, including invited seminar series, learning activities, annual symposia, retreats, and student engagement programs targeted at the School’s undergraduate and graduate students, post-graduate trainees, faculty, staff and external stakeholders. The incumbent will monitor the communications team main general enquiry email, and takes action/redirects enquiries appropriately in an accurate and timely manner.

Organizational Status

The Communications and Events Coordinator reports to the Manager, Communications, Culture and Engagement and works closely with the Communications and Engagement Team as well as the Director of Strategic Planning and Operations and administrative staff in the School. Regularly interacts with personnel in other departments and units within UBC, students, faculty members, alumni, external stakeholders and vendors..

Work Performed

Communications support:

  • Creates and implements communications tactics outlined in the SBME Communications Plan
  • Supports design, creates content and updates social media channels (Twitter, Instagram, LinkedIn, YouTube, and Flickr); monitors user engagement.
  • Assists with website updates    
  • Assists communications projects, 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 (Illustrator, InDesign or Photoshop), provides editing and some simple graphic alterations to collateral materials.
  • Coordinates and sends the School’s newsletters, including drafting, editing, design, and production schedules.
  • Assists with the production and maintenance of a consistent look and feel throughout all communications and marketing materials created on behalf of the SBME, ensuring all materials meet the requirements for UBC and SBME guidelines, and adheres to visual identity/graphic standards and brand creative platform (tone and manner) of the SBME.
  • Acts as the content editor for the SBME’s digital signage system.
  • Creates and maintains directories and mailing lists.
  • Distributes emails for seminars, vendor shows and other announcements.
  • Posts flyers and other information on the building bulletin boards. Removes outdated material from boards to ensure building personnel are informed of current information and events.
  • Carries out any other related duties as necessary.

Events Coordination:

  • Coordinates events and provides support for ongoing and emergent activities aligned with the SBME initiatives and strategic plan.
  • Supports event promotion, coordinates room and venue reservations, supports speakers, and responsible for attendance tracking, arranges catering and equipment, coordinates gathering and analysis of pre-surveys and post-evaluations, and liaises with appropriate IT and A/V teams.
  • Creates or supports the creation of appropriate resource and marketing materials, specific to the function.
  • Liaises as required with internal and external stakeholders of all levels.
  • Develops, maintains, and monitors databases for the purposes of maintaining program or event participant information.
  • Maintains clear and comprehensive files on each event (including, agendas, photos, speaker bios, budgeting info) and assists with yearly archiving activities.
  • Represents SBME at internal and external events such as open houses, networking events, and job and career fairs.
  • Assists with any other coordination matters as required.

Consequence of Error/Judgement

This position requires a high degree of maturity, autonomy, collegiality and independence. The Communications and Events 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 Communications and Events Coordinator reports to the Manager, Communications, Culture and Engagement, 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
Supervision Given

No direct supervision given. May oversee work of Work Learn students and other student employees.

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.
Preferred Qualifications

  • 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.
  • The candidate must have 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.
  • The ideal candidate has knowledge of UBC Central and Faculty level communications and marketing policies and procedures.
  • 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, and Flickr) and understanding of evaluating social media metrics
  • Experience with Sharepoint, Doodle polls, Trello, Microsoft Teams 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.

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