Programs and Events Coordinator
The University of the Fraser Valley Student Union Society (SUS) is a BC Not-For-Profit Society representing and serving UFV students. The Society manages the Student Union Building and facilitates services such as the UFV U-Pass, food services, and the student health and dental plan. SUS also provides support to an active community by organizing events and providing wellness and developmental programming. As the official representative body of UFV students, our mission is to be an inclusive community that provides high-quality, accessible programs and services. We are the unified voice advocating on behalf of student interests in the UFV community, ensuring each student has opportunities to thrive.
Work Schedule: Full-time, 37.5 hours per week, Monday to Friday
Compensation: $45,000+ annually
Reporting to: Programs and Services Manager
Primary Location: Abbotsford, with travel between UFV campuses as required
Start Date: As soon as possible
POSITION DESCRIPTION
UFV Student Union Society (SUS) is seeking an organized, positive, and highly motivated Programs and Events Coordinator to plan and deliver engaging events and programming for the UFV student community.
This is a hands-on role for someone who can confidently manage an event from initial concept and planning through to delivery, evaluation, and final wrap-up. The successful candidate will be comfortable balancing multiple priorities, coordinating detailed logistics, working within approved budgets, communicating with vendors and partners, and stepping in wherever needed to help the team deliver a successful event.
The Programs and Events Coordinator works closely with the SUS team, elected student executives, volunteers, UFV departments, vendors, and community partners. The role requires strong attention to detail, sound judgment, initiative, and a collaborative approach. The successful candidate will contribute positively to the workplace, communicate respectfully, maintain confidentiality, and address concerns constructively through the appropriate channels.
This position is well suited to someone who enjoys taking ownership of projects, solving problems, supporting colleagues, and seeing an event through from inception to completion.
DUTIES AND RESPONSIBILITIES
The Programs and Events Coordinator is responsible for a variety of functions, including:
- Supporting the development and implementation of the annual SUS events and programming calendar.
- Ensuring events and programs align with the SUS strategic plan, organizational priorities, mission, vision, and values.
- Developing, planning, coordinating, and delivering events and programming for the UFV community.
- Managing the full event lifecycle, including concept development, timelines, budgets, bookings, floor plans, supplies, equipment, staffing, promotion, event delivery, cleanup, evaluation, and final reporting.
- Preparing and maintaining accurate event documentation, including event detail forms, budget requests, purchase records, floor plans, schedules, checklists, and post-event reports.
- Coordinating vendors, suppliers, performers, partners, employees, and volunteers.
- Confirming that all required supplies, equipment, spaces, permits, and operational arrangements are in place before each event.
- Being present and actively involved before, during, and after events, including setup, troubleshooting, delivery, and wrap-up.
- Monitoring event and program budgets and ensuring spending is properly documented and approved.
- Developing feedback tools, reviewing participation and evaluation data, and recommending improvements to the Programs and Services Manager.
- Collaborating with SUS departments, including Marketing, Facilities, Fair Grounds, and the elected student executives, to ensure events are coordinated effectively.
- Leading designated SUS campaigns and annual programs, which may include Safe Driving Week, the Angel Tree program, and the Student Perks Program.
- Conducting outreach and engagement activities with students across UFV campuses.
- Supporting other SUS programs, events, and operational priorities when required.
- Maintaining professional and respectful relationships with students, colleagues, vendors, and community partners.
- Contributing to a supportive workplace culture by sharing information, assisting colleagues, receiving feedback constructively, and focusing on solutions.
- Performing other related duties as assigned.
QUALIFICATIONS AND EXPERIENCE
Event Planning and Project Management
- A minimum of one year of experience planning and delivering events or programs.
- Demonstrated experience coordinating events from initial concept through execution, evaluation, and final wrap-up.
- Experience developing project plans, timelines, budgets, schedules, checklists, and contingency plans.
- Ability to manage multiple projects and deadlines without losing attention to detail.
- Experience coordinating vendors, suppliers, volunteers, staff, or external partners.
Organization and Attention to Detail
- Strong organizational and time-management skills.
- Ability to maintain accurate records and follow administrative, financial, and event approval processes.
- Ability to anticipate event needs, identify potential issues, and prepare practical backup plans.
- Consistent follow-through and a commitment to completing projects to a high standard.
Teamwork and Professionalism
- A collaborative and dependable approach, with a willingness to assist outside regular areas of responsibility when needed.
- A positive, solutions-focused attitude and the ability to remain calm and effective under pressure.
- Demonstrated initiative and a strong sense of ownership and accountability.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Ability to communicate concerns respectfully, provide and receive constructive feedback, and use appropriate workplace processes to resolve issues.
- Commitment to supporting the success of colleagues, programs, and the organization as a whole.
Communication and Customer Service
- Strong written, verbal, and interpersonal communication skills.
- Ability to communicate clearly and professionally by email, telephone, and in person.
- Strong customer service skills, including patience, responsiveness, problem-solving, and conflict resolution.
- Ability to build positive working relationships with students, staff, vendors, volunteers, and community partners.
Transportation Requirements
- A valid driver’s licence is required.
- Reliable access to a vehicle is required for travel between UFV campuses and for the transportation or collection of event supplies when necessary.
Equity, Diversity, and Inclusion
- An understanding of the importance of justice, equity, diversity, inclusion, and accessibility.
- Ability to apply inclusive practices when developing and delivering programming for a diverse student population.
- Experience supporting inclusive programming in an educational, community, or not-for-profit environment is an asset.
Technical Skills
- Intermediate proficiency with Microsoft Word, Outlook, PowerPoint, and Excel.
- Experience using project management, registration, communication, or event management platforms.
- Knowledge of Slack, Basecamp, Eventbrite, Canva, or similar platforms is considered an asset.
Working Conditions
- This role primarily works Monday to Friday. Occasional evening or weekend work may be required to support events and programming. The position involves regular movement throughout event spaces and may include setting up equipment, lifting, transporting supplies, and assisting with event cleanup.
COMPENSATION AND BENEFITS:
SUS is committed to supporting a healthy work-life balance through a competitive benefits package and generous paid leave, including an annual winter holiday closure.
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An annual salary of $45,000.
- A comprehensive health and dental benefits plan.
- Employer RRSP contributions of up to 6% following the qualifying period.
- Twelve days of annual vacation.
- A winter holiday closure of approximately two weeks at the end of December (inclusive of statutory holidays).
- A monthly cell phone allowance.
HOW TO APPLY:
Applicants must submit both a cover letter and resume. The cover letter should explain the applicant’s relevant event-planning experience and provide an example of an event or program they have managed from planning through completion.
The UFV Student Union Society is proudly committed to creating a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered without regard to race, colour, religion, sex, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other protected characteristic.
We thank all applicants for their interest. Only candidates selected for an interview will be contacted.
