Program and Events Manager

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A

Job Title
Program and Events Manager

Department
PIMS Administrative Support | Pacific Institute for the Mathematical Sciences | Faculty of Science

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
January 18, 2024

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

Job End Date

Mar 31, 2027

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
The Program and Events Manager is expected to develop strategic plans as well as manage and execute a variety of events to support the strategic goals of the Pacific Institute for the Mathematical Sciences (PIMS). The Manager researches and analyzes client's needs while providing ongoing communications in conjunction with recommending event strategies based on multiple stakeholders. Events will range from small scale activities (lectures, seminars) to large events (international conferences) with up to 150 participants. This position also provides administrative leadership for PIMS Postdoctoral Fellow program and Scientific Review Panel.
Organizational Status
The Program and Events Manager reports directly to, and is supervised by the Chief Operations Officer. Work may be assigned to the Program and Events Manager by PIMS Directors, PIMS Education Coordinator or by the Chief Operations Officer. The Chief Operations Officer coordinates general work flow and advises on budgets and priorities. The Program and Events Manager will interact with faculty, staff, visiting scientists and the general public.
Work Performed
Events

Manages and implements all elements of event planning. This includes the development and management of event budgets, planning of event logistics, contract negotiation, and management of all pre, on-site and post event activities. Works collaboratively with various stakeholders. Monitors all room bookings ensuring speakers have all the equipment they need and arrange for video recording of select events for Mathtube.org For virtual/hybrid events, oversees zoom implementation. Compiles materials (abstracts, schedules, contact lists, etc.) and produces event materials as required. Collaborates with communications team to develop event communications including invitations, web presence and content, social media content and general promotion. Work with Systems and Technology Manager to set up online registration or other web functionality for each event. Responds to miscellaneous inquiries from event attendees. Develops policies, procedures and event standards to ensure consistency and delivery of events.

Postdoctoral Fellow and Scientific Review Panel Meetings

Evaluates online nominations of Postdoctoral Fellows to ensure they meet PIMS criteria. Compiles information on online event applications for Scientific Review Panel. Prepares all necessary documentation for these meetings and arranges necessary meeting space. Arranges accommodation for panel members traveling from outside Vancouver. Arranges catering as required. Prepares summary reports on awards made at both meetings. Writes funding award letters.

Year-Round Activities

Collects statistical data for reporting purposes. Tracks progress of Postdoctoral Fellows from application through renewals to end of appointment. Manages PIMS room bookings. Maintains the accuracy of information on the PIMS website, updates event webpages and Postdoc information. Documents processes and procedures for this position. Other duties as required.
Consequence of Error/Judgement
Work is performed in accordance with broadly established procedures and practices. However, initiative and good judgement are required in adapting these procedures and practices to the unique circumstances of each event or situation. There will be a variety of duties and tasks which will require prioritization.

The image and reputation of the Institute depend on its scientific presentation to the community of mathematical scientists at UBC, in Canada and around the world. On a practical level, errors made by the Program and Events Manager will result in rework and/or poorly run events, with inconvenience caused to organizers and participants. At a higher level, errors will tarnish the reputation of PIMS in the scientific community. This may make it it more difficult to attract the best researchers to PIMS and may ultimately negatively affect the funding that PIMS receives for its events.
Supervision Received
Works under direction of PIMS Chief Operations Officer but is expected to make relevant decisions and solve problems independently using initiative and good judgement.
Supervision Given
Manages the event work of Communication and Event Assistant.
Minimum Qualifications
Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum two 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

Experience in developing, planning and implementing successful events, with a solid background in budget development as well as forecasting and reporting. Thorough knowledge of the University environment, University policies and protocol is preferred. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to exercise sound judgement. Ability to exercise tact and discretion. Abilit to communicate effectively verbally and in writing. Ability to maintain accuracy and attention to detail. Ability to record and organize information. Ability to effectively use standard office software at an intermediate level (e.g. Outlook, MS Word, MS Excel, Google Docs). Knowledge of video conferencing (e.g. Zoom) and social collaboration platforms (e.g. Slack). Ability to place, find, and use information on the internet. Ability to prioritize and work effectively under pressure to meed deadlines. Ability to provide quality service to customers in a courteous, patient manner. Excellent public relations skills. Ability to work effectively independently and in a team environment.