Music Events & Marketing Support

Music Events & Marketing Support

This is a full-time, 3 year term position with an end date of August 31, 2028.

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 Events & Marketing Support position provides complex coordination for matters relating to the organization, planning, promotion, and execution of School of Music performances, rentals, and special events. This position provides exemplary service to UBC internal stakeholders as well as external guests and clients, handling rental activity of the School's two performance venues from initial request, through contracting, accurately processing payments, scheduling staffing, and monitoring event details and expenditures within prescribed budgets, licenses, and regulations. The role also incorporates development and distribution of physical and digital marketing material for School of Music events such as student operas, ensemble concerts, ticketed festivals, and competitions, including collaboration with the marketing team at the Chan Centre for the Performing Arts in relation to School of Music events held at Chan Shun Concert Hall.

This position reports jointly to the Administration Manager and Marketing & Communications Strategist, and works closely with faculty, staff, other departments, and external clients regarding both internal events and rental activity at Roy Barnett Recital Hall and the Old Auditorium. The incumbent liaises with event organizers, prospective clients, and vendors on deliverables, equipment, and space arrangements. They schedule technical and front of house support, and supervise student workers.

Work Performed

Venue Rental Administration

Oversees coordination of the rental process for all School of Music venues, and is the main point of contact for all rental requests. This includes facilitating a wide range of complex communication between clients, technical & administrative staff, faculty members, and other stakeholders.

Builds and maintains relationships and coordinates directly with arts partners, high schools, and other recurring clients to facilitate the booking process of a range of events including concerts, recitals, masterclasses, ceremonies, receptions, lectures, and workshops, ensuring compliance with academic & administrative timelines and guidelines.

Oversees all aspects of event coordination, including booking of facilities, equipment requirements, and other services offered by the School; 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 Administrator with recommendations to resolve unusual or out-of-policy situations.

Oversees access and complex technical and front of house staffing schedules for events.

Coordinates event logistics, including ensuring all day-of-event setup details are in order, participating in and delegating to student workers and other staff. Solves last-minute problems or changes to room arrangements/equipment etc. May be required to be present at evening and weekend events.

Oversees all data entry and updates in venue booking systems with scheduled events, resolves complex schedule conflicts, maintains accurate records in database systems.

Provides complex and detailed rental and venue instructions and information to prospective clients, using specialist knowledge of School of Music venues, equipment, policies, processes, fees, and event requirements. Works with a range of clients across academic, educational, non-profit, and other sectors, adapting communication and support to unique and varied stakeholder needs.

Prepares, proofs, distributes, and tracks rental contracts for clients with all relevant information and documentation necessary, including event estimates.

Coordinates rental fee process, including invoicing and tracking deposits and other payments, and working with clients to ensure payment is made in accordance with deadlines outlined in the license agreement.

Tracks rental revenue against expenses, and creates related reports in order to provide recommendations on pricing and volume of bookings.

Works with high schools and travel organizations to coordinate and contract clinics.

Schedules and conducts tours with rental clients.

Creates, updates, and distributes monthly calendar of public activities to UBC security, custodial, and other internal staff.

Oversees the documentation of all up-to-date information on rental policies and procedures.

Internal Event Coordination

Oversees the coordination and scheduling of all School of Music performance events taking place in the Old Auditorium and Roy Barnett Recital Hall (approximately 150 per year), taking into account how each event intersects with academic programming and usage guidelines.

Supervises a team of Front of House Work Learn students; recruits student staff, formally trains them, schedules hours of work, and monitors performance.

In consultation with Administrator and relevant Chan Centre managers, develops and implements systems related to event management, including event ticketing systems, booking procedures, and the maintenance of records and documentation. Coordinates ticket sales through Audience View (with the Chan) and TouchNet. Oversees annual UBC Opera subscription renewal process. Coordinates with the Chan Centre to ensure funds are accurately tracked and reported within the ticketing system.

Ensures other faculty and staff are kept informed of relevant correspondence and departmental events, rentals, and activities.

Leads the coordination of staff functions and events.

Event Marketing

In consultation with the Marketing & Communications Strategist, Chan marketing department, and external vendors, supports the creation and implementation of a marketing plan to promote the UBC School of Music's large ensemble concerts (approx. 12 annually), Opera productions (approx. 3 annually), and Wednesday Noon Hour series (approx. 14 annually) working to budgeted sales targets.

Researches marketing strategies and approaches, and makes recommendations for event campaigns.

Designs and develops physical and digital promotional collateral such as posters, invitations, advertisements, banners, postcards, slide shows, etc.

Disseminates promotional materials and information to the media, arts community, and general public. Supports the promotion of events through digital media including social channels.

Raises the profile of the UBC School of Music's free academic events, such as Colloquiums and small ensemble concerts, through various channels to increase attendance.

Uploads event listings for the UBC School of Music through internal and external online calendars for approximately 100 events a year.

Designs and creates event programs, and provides program templates to Ensemble Directors and student staff for academic events.

Maintains photo & artwork archive.

Maintains and updates contact database.

Performs other related duties as required.

Consequence of Error/Judgement

The position plays an important role in supporting and promoting internal and external events, and the work performed is often time-sensitive with financial implications. Inaccuracy in payment tracking could result in a financial deficit at the unit level. Failure to maintain accurate, up-to-date bookings and event scheduling could impact students' academic progress, as some events are equivalent to a final exam. Incorrect interpretation or communication of policy and procedures or lack of tact, diplomacy, or sensitivity in dealing with stakeholders could potentially result in damaged relationships, credibility, and revenue loss through rental income and ticket sales and could affect staff and faculty relations.

The incumbent must make decisions and exercise judgment independently based upon a thorough and specialized knowledge of the performing arts, event production, as well as procedures, guidelines, and regulations. They must create contracts and communicate complex information to a wide range of stakeholders, with the utmost accuracy.

Supervision Received Works independently under the broad direction and supervision of the Administrator. Receives strategic instruction from the Marketing & Communications Strategist. Consults with appropriate staff and faculty members when necessary.

Supervision Given Supervises a team of Front of House Work Learn students; recruits student staff, formally trains them, schedules hours of work, and monitors performance. Ensures compliance with Work Learn program regulations, and is cognisant of relevant unions.

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

• Proven track record of coordinating complex administrative processes and projects that involve a variety of stakeholders.
• Strong organizational skills, problem-solving, ability to think logically, managing multiple priorities effectively while appropriately adapting to changing requirements and needs.
• Ability to effectively train staff, explain, assign, and monitor work.
• Demonstrated ability to communicate complex information with a wide range of stakeholders including ESL clients.