Job Description

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.

Position Title: Internal Events Coordinator
Department: Catering & Conferences
Reports to: Senior Manager, Catering & Conferences
Supervises: None
Employee status: Full-time, Permanent
Hours per week: 35
Compensation: Group 3 (MoveUP 378) - $29.52 per hour

About the AMS

The Alma Mater Society (AMS), established as a formal constitution of UBC’s student organization in 1915, is UBC’s official student union and is the largest student union in Canada. Operating as an independent organization of UBC, the AMS advocates students’ interests and provides opportunities for their growth and advancement. The AMS represents over 56,000 undergraduate and graduate students and its priorities are determined by these members. In addition to offering services to students, the AMS is an advocate of students’ issues and ensures the needs of students are presented to the University administration and the provincial and federal governments. The AMS Nest is located on the traditional, ancestral and unceded land of the Musqueam people.
Every student at UBC is part of the AMS and the AMS is the manifestation of a shared student experience. From providing advocacy, to student services that support health and education, to reducing student debt, the AMS fights for student interests to the University and all levels of government so that all students can succeed in life and take ownership over their time at the University of British Columbia. The AMS is student-led, student-focused, and always student-first.

At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.
Position Purpose
This role is required to process student club, student council, student executive committee, student services and internal AMS client bookings.
Duties and Responsibilities
• Process bookings for all bookable rooms in the AMS Student Nest and for internal AMS clients including Student Council, Student Executive Committee, Services, Resource groups, Constituencies, Clubs and departments and maintain the Campus Base.
• Advise groups of policies, procedures and insurance requirements. Follow-up to ensure they are in compliance in order to hold licensed functions, or serve food at their events.
• Make recommendations to management on how to best serve student clubs and support the student experience.
• Assist groups who require set up and arrange for set up staff and charge organizations for SOCAN fees, security fees, and equipment rentals
• Assist, advise and process catering inquires and requests, in a timely manner.
• Distribute daily record of room bookings and the equipment or services associated with them and communicate changes in room locations to affected parties
• Prepare and distribute a daily list of all social/liquor functions in the building
• Coordinate all internal and external bookings to ensure there are no conflicts. Utilize critical thinking to ensure use of space does not impact or disrupt others safety & wellbeing.
• Monitor use of all bookable areas to ensure authorized use
• Tracking of all activities in the society using Caterease program
• Prepare and execute contracts in an accurate and timely manner
• Collaborate with the accounting team to ensure all necessary invoicing, and other accounting matters are submitted in a timely manner as per the society’s procedures.
• Book events to meet and exceed established sales goals
• Coordinate event details with clients and vendors and create event resumes and diagrams with complete and accurate event information
• Attends weekly catering and conference meetings
• Collaborate with the office of the VP Admin on club policies, procedures, and issue resolution.
• Working with the AMS mission statement and values to operate a successful department
• Assists with other duties as required
Qualifications and Experience
• High School Diploma or equivalent is required
• Minimum of two years of experience in a customer service and sales environment, ideally in hospitality or tourism
• Experience in event coordination and/ or meeting planning a definite asset
• Excellent organizational, administrative, and interpersonal skills especially with conflict resolution.
• Basic knowledge of MS Office, Outlook, and Caterease or similar booking software
• Be flexible to respond to a range of different work situations and schedules
• Ability to work effectively with students and internal clients of AMS
To Apply:
Please submit your resume and cover letter.
Application deadline: 11:59pm June 10.

Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status.