Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Events and Communications Coordinator

Department

Communications & Engagement | School of Biomedical Engineering | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

October 15, 2025

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

Job End Date

Ongoing

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 School of Biomedical Engineering (SBME) at the University of British Columbia (UBC) is a partnership between the Faculties of Applied Science and Medicine, established in 2017. 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. Its vision is to transform health and healthcare for all, achieved through innovative research and education at the convergence of engineering, medicine and biology. Through collaborative, innovative, and interdisciplinary approaches and building on UBC’s academic and research excellence, the School of Biomedical Engineering aspires to be a global leader in biomedical engineering research, education and translation. The SBME has two locations on Vancouver’s campus, the Gordon B Shrum building and the Biomedical Research Centre (BRC). For more information about the School of Biomedical Engineering, please visit

https://www.bme.ubc.ca/

. The School is currently responsible for 420+ undergraduate students, 200+ graduate students and 40+ faculty.

Part of the

SBME’s new Strategic Plan

proposes to increase knowledge dissemination to the general public through at least two new initiatives, one of which is a new public outreach series to communicate new research findings in an easy-to-understand approach. The Events and Communications Coordinator will be responsible for administering this program, including researching topics of interests, recruiting research speakers where necessary, deciding on outreach activities, marketing these events, creating and conducting feedback surveys, and using the data to adjust the public outreach programming. This position also provides complex coordination and scheduling of matters relating to the organization, planning, promotion and execution of the School’s current 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. This position also acts as the face of the SBME at public events such as Girls in STEAM at Science World, Engineering Open House, or various conferences. The role also involves 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.

The incumbent must be available to work flexible hours depending on business needs.

Organizational Status
The Events and Communications Coordinator reports to the Manager, Communications, Culture and Engagement and works closely with the Strategic Partnerships Manager, Research Manager, the Director of Strategic Planning and Operations and administrative staff in the School. Works closely with faculty, staff, alumni, other departments, and external clients and communities regarding both external public-facing events and internal events. The incumbent liaises with event organizers, prospective clients and vendors on deliverables, equipment and space arrangements.

Work Performed

Public Outreach Program Administration:

• Administers the School’s public outreach initiatives with the aim of increasing knowledge dissemination of biomedical engineering and the School’s research and educational programs to the general public as indicated in the SBME’s new Strategic Plan.
• Represents the School and the University as the main point of contact for the School’s public outreach programming and exercises judgment in launching and administering the program, in adherence to relevant protocols.
• Identifies topics of interest for a public seminar series, invites appropriate speakers to present, arranges open houses or public tours, arranges outreach activities with local schools and communities.
• Oversees the preparation of materials, briefings, and speaking notes for event hosts in advance of seminars and events.
• Facilitates a wide range of complex communication between clients, faculty members, administrative staff and other stakeholders to ensure the program success.
• Develop SOPs and checklists to ensure critical tasks are completed in appropriate timelines and deadlines.
• Creates and conducts feedback surveys related to events, and uses this data to iterate and continuously improve internal and public outreach programming.
• Oversees travel arrangements including airline, accommodation, ground transportation and itineraries for invited speakers.

Events Coordination:

• Administers the coordination and scheduling of the complex processes, procedures and workflow for all new and recurring events (approximately 10 to 12 events per month) including invited seminars, 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 hosted by the SBME and campus partners.
• Leads the implementation of a marketing plan to promote the School’s new public outreach seminar series by researching marketing strategies and approaches, making recommendations for event campaigns, and building and maintaining relationships with internal and external stakeholders.
• Coordinates event logistics, including ensuring all day-of-event setup details are in order, participating in and delegating to student workers and other staff.
• Undertakes any necessary follow-up and identifies and resolves complex and non-routine client concerns and complaints; identifies key event issues and challenges and provides recommendations to resolve unusual or out-of-policy situations. May be required to be present occasionally at evening and weekend events.
• Oversees all aspects of event coordination and execution, including effectively organizing all pre-planning logistics associated with in-person, virtual and hybrid events such as coordinating schedules, booking rooms, catering layout/flow, setting up space appropriately for the type of event, posting event and directional signage, event registration check-ins, in-event moderation, advanced AV, video and phone conferencing, etc.
• Oversees intricate registration process for our most complex events (Annual Symposium as well as SBME’s professional development series, Propels) including coordinating registration, surveys, contacting participants, coordinating with facilitators and preparing award certificates.
• Oversees post event tasks including: evaluation reports, participant feedback surveys and editing session recordings.
• Compiles metrics from event (number of posters presented, attendee numbers, percentage of RSVP no-shows) and collect feedback survey responses. Analyze the data and prepares a report that is presented to senior leaders, including recommendations for future iteration of event.
• Oversees event promotion to SBME community and external stakeholders via appropriate methods including digital media.
• Manages multiple event calendars and schedules on different platforms.
• Provides events marketing support such as live tweeting at events and publishing events.
• Prepares catering quotes with a signing authority for up to $1,000 for event catering budgets.
• Assists with computation and summary of event evaluations and reports.
• Carries out any other related duties as necessary.

Communications Support:

• Supervises undergraduate student ambassadors in the creation of content for SBME’s social media platforms on topics such as “day in the life of biomedical engineer”.
• Working under the direction of the Manager, Communications, Culture and Engagement, creates and implements communications tactics that align with SBME’s Strategic Plan and vision. Supports design, creates content and updates social media channels (Twitter, Instagram, LinkedIn, YouTube, and Bluesky); monitors user engagement.
• Oversees distribution of content of the School’s weekly newsletters, including developing content, editing, design, and production schedules.
• Reviews, develops, solicits, recommends and creates appropriate content for the School’s website, in collaboration with the Manager, Communications, Culture and Engagement and Director, Strategic Planning and Operations.
• 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.
• Assists with the production and maintenance of a consistent look and feel throughout all communications and marketing materials created on behalf of the School, ensuring all materials meet the requirements for UBC and School guidelines, and adheres to visual identity/graphic standards and brand creative platform (tone and manner) of the School.
• Monitors the communications team’s communications and events mailboxes, and takes action or redirects enquiries appropriately in an accurate and timely manner.
• Maintains photo and video archive; maintains and updates contact database.
• Carries out any other related duties as necessary.

Consequence of Error/Judgement
This position plays an important role in supporting and promoting internal and external facing events and the work performed is often time-sensitive. The position requires a high degree of maturity, autonomy, collegiality and independence. The Events and Communications 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 Events and Communications 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 a 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

• Strong interpersonal and communication skills, with the ability to communicate effectively both verbally and in writing.
• Must have intermediate working knowledge of WordPress and graphic/desktop publishing software, such as Adobe Photoshop, InDesign, and Illustrator.
• Experience using Website Content Management Systems.
• Experience using social media platforms Twitter, Instagram, LinkedIn, YouTube, and Flickr and understanding of evaluating social media metrics.
• Intermediate knowledge of HTML and CSS preferred.
• 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.
• 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.
• Knowledge of UBC Central and Faculty level communications and marketing policies and procedures an asset.
• 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 with SharePoint, Doodle polls, Microsoft Teams an asset.
• Ability to use Internet applications and tools at an intermediate level.
• 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.