Staff - Non Union
The Film and Events Coordinator is responsible for supporting the Film and Events Office, including coordinating outdoor event requests and filming requests at UBC from faculty, staff, students, and external groups. This position will ensure policies are adhered to around the use of outdoor space to effectively manage the relationship between UBC and event or film requestors while ensuring the interests of the University are protected. This position will coordinate all aspects of outdoor event and filming requests at UBC. This will require ongoing communication and coordination with internal and external stakeholders, such as officials across UBC, local and provincial government representatives, emergency services, Vancouver Fire and Rescue Services and RCMP, in order to ensure events and filming on campus are successful. All such endeavours must be strategically coordinated to advance and protect the University’s reputation, and follow UBC’s Vision and Values statements.
Organizational Status
Work Performed
Work requires independence and confidence in organizing and assisting in the approval of outdoor event and filming applications. Extensive troubleshooting may be required. Error could negatively impact the University’s reputation and ability to attract future special events and film productions..
Supervision Received
Works under the direction of the Film and Events Manager, but is expected to work independently and resolve problems using initiative and judgement. Work is reviewed in terms of conformance to departmental and service industry standards.
Supervision Given
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.
Preferred Qualifications
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A
Job Title
Film and Events Coordinator
Department
Manager | Event Planning | Community Development
Compensation Range
$5,365.42 - $7,709.92 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
August 27, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
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 Film and Events Coordinator is responsible for supporting the Film and Events Office, including coordinating outdoor event requests and filming requests at UBC from faculty, staff, students, and external groups. This position will ensure policies are adhered to around the use of outdoor space to effectively manage the relationship between UBC and event or film requestors while ensuring the interests of the University are protected. This position will coordinate all aspects of outdoor event and filming requests at UBC. This will require ongoing communication and coordination with internal and external stakeholders, such as officials across UBC, local and provincial government representatives, emergency services, Vancouver Fire and Rescue Services and RCMP, in order to ensure events and filming on campus are successful. All such endeavours must be strategically coordinated to advance and protect the University’s reputation, and follow UBC’s Vision and Values statements.
Organizational Status
Reports to the Film and Events Manager, Community Development, in Campus and Community Planning. Regular coordination and communication with: C&CP staff, other UBC faculty and staff, students, ministerial and municipal staff, UNA, event/film stakeholders and contractors, and the general public
Work Performed
- Evaluates, reviews and coordinates all aspects of event and film requests at UBC, ensuring UBC interests are protected and competing uses for public space are managed effectively, with minimal disruption to the campus
- Assesses film scripts for alignment to UBC’s mandates and commitments, as well as understanding of scope and footprint of the proposed production.
- Consults with UBC stakeholders as necessary. Works with campus stakeholders for use of departmental space to ensure stakeholders concerns are addressed.
- Manages all aspects of film requests from reading and assessing film scripts for the appropriateness of filming on UBC property, preparing filming contracts to coordinating onset enforcement of conditions for film productions.
- Assesses, advises and coordinates applicants in order to get event/filming details to an acceptable level before stakeholders are approached for their input. This includes, but is not limited to, date and time details, participant levels, areas impacted, disruption to the campus community, and detailed traffic management plans that involve road closures and enhanced safety perimeters; evaluates and coordinates requests for the use of outdoor spaces to ensure impacts to circulation and access to the UBC community are mitigated and proposes alternative locations or routes to applicants based on a thorough understanding of the campus and where potential issues may arise for each type of event
- Provides services to all interested outdoor event organizers and film productions seeking to access the University campus from start to finish.
- Provides guidance to organizers and productions on event and film-related policies and procedures and manages the University’s relationship with them throughout the duration of their event or filming.
- Manages events and films to minimize impact to the community and to UBC stakeholders; Works with the event organizers or appropriate filming representatives to resolve issues, find solutions and monitors issues to report back to the organizers for future events and/or films; interprets and applies policy development and procedural guidelines to support film and event management
- Performs any other duties as necessary related to the qualifications and requirements of the job.
Consequence of Error/Judgement
Work requires independence and confidence in organizing and assisting in the approval of outdoor event and filming applications. Extensive troubleshooting may be required. Error could negatively impact the University’s reputation and ability to attract future special events and film productions..
Supervision Received
Works under the direction of the Film and Events Manager, but is expected to work independently and resolve problems using initiative and judgement. Work is reviewed in terms of conformance to departmental and service industry standards.
Supervision Given
Some supervision may be given to temporary staff present at special events and film productions.
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 or the equivalent combination of education and experience in a related field such as event or film management. Related experience in a university context, other public sector organizations or similar private sector organizations is preferred. Familiarity with municipal permitting processes and experience with municipal event and/or filming approvals is desirable. Demonstrated ability to apply a broad knowledge of policies and procedures and draft complex correspondence for signature. Ability to establish standards of performance and resolve work problems and to communicate and cooperate with persons at an executive level. Excellent written and interpersonal communication skills. Strong leadership, organizational and analytical skills. Ability to exercise a high level of tact, discretion, judgement and diplomacy in the performance of work-related duties. Familiarity with MS Office Suite of procedures and MS Teams. Ability to work well with multiple stakeholders with competing interests in a fast-paced, high-volume environment. Ability to supervise and work independently.
UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.