Project Coordinator

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 3 (Gr6)

Business Title:
Project Coordinator

Faculty of Arts

Fine Arts Gallery

$8,776.00 (Annual)

Full/Part Time:
Part-Time (20%)

Desired Start Date:

Job End Date:
Possibility of Extension:


Funding Type:
Grant Funded

Closing Date:

Available Openings:

Job Summary

The Project Coordinator is a temporary part-time position providing administrative, communications and event support for The Score: Performing, Listening, and Decolonization Cluster, a collaboration between the School of Music, Morris and Helen Belkin Art Gallery, Museum of Anthropology, Chan Centre for the Performing Arts and the First Nations House of Learning. Major responsibilities include: liaising with partners on developing and monitoring timelines, milestones and budgets; creating and updating contact lists and program calendars; coordinating travel and hospitality; coordinating rehearsals, performances and events; organizing team meetings; generating emails, letters and reports; preparing promotional materials and maintaining project website; liaising with curators, artists, performers and musicians; and supporting communications between partners, faculties and institutions.

Organizational Status

The Project Coordinator reports directly to the Gallery's Associate Director/Curator. Liaises closely with members of the Research Cluster team including faculty and staff from the School of Music, Belkin Gallery, Museum of Anthropology and Chan Centre. Receives supervision from the Gallery's Administrator. Works with all Gallery staff, the School of Music Administrator and School of Music Communications Manager. Communicates with a variety of UBC departments and units, faculty, staff, students, and various internal stakeholders across campus. Liaises with external partners as well as artists, curators, writers, donors, museum professionals and institutions. May supervise student employees and volunteers.

Work Performed

  • Provides administrative support to the Cluster Team in the planning and implementation of programs and events, including performances, rehearsals, symposia, talks, seminars and social events;
  • Develops, maintains, and liaises with Cluster Team regarding contact lists, event and program calendar, timelines, milestones and budgets;
  • Schedules and organizes Cluster Team and related meetings including preparing and circulating agendas, coordinating invites, and taking and distributing minutes;
  • Coordinates logistics for events, receptions and other gatherings including arranging venues, A/V requirements, catering, rentals, security and staffing;
  • Coordinates travel arrangements for visiting curators, participants and speakers in consultation with Gallery and School of Music staff;
  • Assists with coordinating hospitality, site visits, and rehearsals for visiting artists and performers;
  • Updates project website and prepares and distributes promotional materials;
  • Generates a variety of correspondence, prepares reports and creates PowerPoint presentations as needed;
  • Assists with documenting events with photographs, video and sound recordings;
  • Communicates with project partners, participants and the project team;
  • Cooperates with staff, students, faculty, guest curators, artists, and designers;
  • Liaises with personnel from other University departments and other institutions;
  • Other related duties as required.
Supervision Received

Receives direction from the Gallery's Associate Director/Curator and other lead members of the Research Cluster team. Receives direction from the Gallery's Administrator regarding budget and personnel matters. Works under limited supervision and expected to perform most duties independently. Considerable initiative and decision making is expected within established policy and procedural guidelines.

Supervision Given

May provide supervision to undergraduate and graduate student employees.

Consequence of Error/Judgement

Work is performed within authorized prescribed limits and/or approved plans. The Project Coordinator exercises independent judgment in selecting and interpreting information and reconciling deviations from standards methods. Job tasks are governed generally by broad instructions, objectives and policies, usually involving frequently changing conditions and priorities. High level of tact and discretion is required in handling confidential and sensitive information and dealing with a wide range of internal and external contacts including artists, guest curators, visiting lecturers as well as other institutions, businesses and diverse cultural groups. Errors in judgment could lead to inaccuracies in correspondence, reports and records, cause delays, and could have a negative impact on the Gallery's finances and projects as well as the reputation of the Gallery and the University.


High School graduation and 1 year post-secondary education. Training in office procedures and administrative practices. Post-secondary degree in a relevant discipline is preferred (art history, visual arts, music, theatre, curatorial studies or museum studies). 4 years related experience or the equivalent combination of education and experience. Experience working in an art gallery, museum, or arts organization in a position with administrative, program or event coordination responsibilities. Familiarity with UBC campus and financial systems is an asset. Knowledge of contemporary art history.
Outstanding and demonstrable written and verbal communication skills.
Ability to compose correspondence, emails, assist with reports and presentations, and other written materials using clear concise business English.
Ability to create and maintain organized records and filing systems.
Ability to maintain accuracy and attention to detail, including while working under deadlines and with interruptions.
Ability to work effectively independently with limited supervision and in a team environment.
Ability to use MS Office (Word, Excel, PowerPoint) and Adobe Acrobat at an intermediate level.
Ability to perform word processing at 55 words per minute.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to effectively manage multiple tasks and priorities.
Ability to develop and maintain cooperative and productive working relationships.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to exercise tact and discretion.
Ability to analyze programs, identify key information and issues, and effectively resolve.
Ability to understand and apply policies, procedures, and instructions.
Ability to exercise sound judgment.
Ability to operate the normal range of office equipment.
Ability to work flexible hours when needed.
Knowledge of desktop publishing (Adobe InDesign, Photoshop) graphics software, HTML, or CMS systems experience is an asset.
Serving It Right certification is an asset.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.