UBC Recreation Coordinator - Intramural Events

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Athletics and Recreation, Level B

Job Title

UBC Recreation Coordinator - Intramural Events

Department

Intramurals | Athletics and Recreation

Compensation Range

$5,791.00 - $8,323.42 CAD Monthly

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

November 19, 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 Description Summary

The Events Coordinator oversees the UBC Intramurals event program, delivering approximately 20 programs to students, staff, faculty and the surrounding UBC community. The position is responsible for the all aspects of event management including but not limited to; development of programing, implementation and evaluation, staff management including recruitment, hiring, personal/professional development, recognition, and academic support. The incumbent will also serve as the lead on the major events of Day of the LongBoat, Lace Up for Kids, Storm the wall and up to 15 additional events, tournaments or races. Included in these responsibilities are event scheduling, communications, registration process & marketing coordination, site and equipment management, risk/emergency management, and where required route planning, permit acquisition and evaluation.



This position will require regular evening and weekend work as well as at times, extended hours.

This position will have constant interaction with university students and staff in a very dynamic, often loud, and physically taxing environment. It is essential the Events coordinator have a high degree of interaction and be comfortable in all capacities of the university student experience including but not limited to; personal and professional mentorship & growth, teaching, constructive criticism, evaluation, academics and personal wellbeing. At times and where appropriate, interactions will also extend to social interactions.

This position directly manages a student staff events teams totaling 26 members.

Organizational Status

Athletics & Recreation is a division within the VP Students Portfolio with responsibility for shaping the student experience and learning environment. The A&R Department has a team of approximately 100 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 25 varsity teams, 13 competitive club teams, along with thousands of members of the UBC community.

The Intramural Events Coordinator reports directly to the Manager, Intramural Programs. The position works in close collaboration with the UBC Recreation Marketing, Intramural Leagues and Intramural Student Engagement coordinators, but takes direction from the Manager, Intramural Programs.



It is integral that the Events Coordinator works collaboratively with colleagues across the Department of Athletics & Recreation, VPS Staff, UBC and external partners and agencies to ensure the delivery of the Intramural events calendar.

Work Performed

Event Management

- Plans and manages all aspects of the UBC Intramural Events Calendar including, but not limited to program development, internal and external staff management, event planning, participant communication & recognition, registration, event management and delivery, safety & risk management and evaluation.

- Oversees Events promotion in conjunction with the Marketing Coordinator by taking the lead on the delivery of materials, outreach to community partners and communications.

- Responsible for ensuring the details and purchasing of equipment, securing of venues and coordination with on and off campus partners/vendors in a timely and coordinated manner.

- Oversees the delivery of an exceptional participant experience including the administration of all registration, participant updates, pre-race procedures, event day procedures and recognition.

- When necessary coordinates the research, recruitment and hiring of event officials and other event management personnel as appropriate.

- Manages event partnerships. Works with campus and community groups to ensure that all events are safe and have been authorized by the appropriate governing or managing agencies. The Manager, Intramural Programs provides additional support with respect to safety, risk management, event design and the consultation process.

- Prepares program evaluation tools for both administrators and participants, carries out such evaluations, summarizes the findings and makes appropriate changes as deemed necessary.

- Ensures measures are in place to ensure a safe and reduced risk experience for program participants.

Staff Management:

- Responsible for the interviewing, hiring, training, management and evaluation the Intramural Event Director team and assigns specific roles and responsibilities pertaining to their portfolios and respective events.

- Assists with and oversees the recruitment, hiring and management of the Events Assistant Directors.

- Develops, coordinates and delivers strategic recruitment of Intramural staff with support from marketing team. This includes volunteers, officials and day of external volunteers.

- Responsible for regular weekly meetings with events staff including but not limited to;

o Regular (weekly 1-1 meetings)

o Event Specific Meetings

o Event Specific Orientation & Training Programs

- Assists the Intramural Student Engagement Coordinator and Program Development team in the development, implementation and evaluation of all intramural student, staff recruitment, hiring, training, onboarding, professional development, and recognition, academic and administrative strategies.

- Assists with the development, delivery and evaluation of orientation and welcome programs including: IM student staff hiring orientation; September Welcome Back, Director and Full Staff retreats (Aug-Sep) and January Welcome Back Retreat (Jan).

- Assists in the development of, and when required takes an active role in, the delivery of Leadership, Inclusivity, Health & Safety, Crisis & Emergency Management training programs.

- When required, and under direction takes an active role in crisis and emergency management of facilities, programs and staff.

OTHER

- Assists with extended UBC Recreation programs including: Staff and Faculty Sports Day & Vancouver Summer Program & Hall of Fame

- Assists in the developing, implementing, monitoring, and evaluation of departmental policies and procedures

- Compiles and analyses statistics and data for program activities and implements changes accordingly

- Maintains fiscal accountability, assists in the preparation of budgets, and reconciles all assigned accounts on a monthly basis

- Attends meetings, retreats and completes other tasks and duties as required.

Consequence of Error/Judgement

Errors in training, supervision, or judgment relating to the management of UBC Intramural programs and/or the associated staff could create situations leading to unsafe working & participation environments. Such environments present a greater potential for injury, discriminatory or inequitable actions, unfavorable impact on the reputation of the UBC Intramural program and the university, fiscal impacts and exposure to litigation. Failure to execute responsibilities as assigned to the expected outcome could impact an employee s employment status with the university.

Supervision Received

The Manager, Intramural Programs will provide regular ongoing guidance and direction to the position, but the execution of assigned responsibilities are solely that of the Intramurals Event Coordinator. The incumbent must exercise resourcefulness, initiative, and excellent decision making in the coordination and delivery of student learning programs. This position works autonomously within general guidelines towards the achievement of overall department and university goals. This includes making decisions on program development and implementation against unit goals. Work is reviewed overall, following major milestones in the program, for effectiveness in achieving these goals.

Supervision Given

Responsible for the direct management of the Intramural Events student teams. Works alongside Intramural Engagement, League Coordinators and UBC Recreation Marketing Coordinator, to oversee all intramural student volunteers and employees.

Minimum Qualifications

- 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

Undergraduate degree in a relevant discipline.Undergraduate degree in a relevant discipline. Degree in an area of Human Kinetics or Physical Education preferred or two year Diploma in Tourism and Event Management.A minimum of 5 years of experience or the equivalent combination of education and experience.Experience in the management and marketing of a variety large scale events, or an equivalent combination of education and experience. Relevant experience in a post-secondary environment in event, sport or recreation programming. Experience coordinating complex programs including development, planning, and implementation of ideas collaboratively with stakeholder groups. Experience in a Windows-based environment, good knowledge of Internet technologies and willingness to learn to use new systems. Experience leading and managing volunteers. Experience with Adobe Creative Suite - specifically Adobe Illustrator and Lightroom. Exceptional communications skills, both verbal and written. Ability to communicate well in an intercultural environment. Proven ability to organize recreational events and coordinate student development programs.
Ability to lead others and to function as an effective team member.
Ability to deal with a diversity of people in a calm, respectful, and effective manner.
Demonstrated ability to work collaboratively with a variety of different stakeholders.
Demonstrated experience and/or training in personal development, conflict resolution, inclusivity, mentorship, and leadership.
Ability to plan ahead, anticipate problems, and meet deadlines.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to work flexible hours, including evenings and weekends and work well in a face paced, busy and often loud environment.