Job Summary
The UBC Graduate Student Society (GSS) represents over 12,000 graduate students at UBC Vancouver. We advocate on behalf of our membership to the University administration and faculties, and to local, provincial, and federal governments, while also providing individual advocacy support to graduate students facing academic or personal difficulties. The GSS offers academic, professional development, social, and community service programming to its members, and operates recreational, commercial and office space at the Thea Koerner House Graduate Student Centre and AMS Nest.
The Events and Facilities Coordinator oversees the entire venue operation of the Graduate Student Centre — over 9,000 square feet of rentable space, together with the GSS Loft — and is responsible for three connected areas: (1) room bookings and rentals for graduate student groups, UBC units, and external and commercial clients; (2) proactive management of GSS facilities and operations; and (3) the delivery of graduate student events and programming. Based in the Graduate Student Centre and working under the joint supervision of the GSS General Manager and VP Students, the Coordinator plans and supports the many events held at UBC Vancouver each year, including an annual orientation for over 1,000 new graduate students, sports leagues, and social and community-building programming.
The Coordinator's facilities responsibilities are carried out under the direction of the GSS Executives and General Manager, and include keeping the spaces clean, safe, and functional and advancing capital improvements to the Thea Koerner House and GSS Loft. A core objective of the role is to grow responsible rental and commercial-booking revenue within the limits of the UBC head lease, helping the spaces reach their full potential while serving the graduate student community.
Appointment Type: Full-time Employee
Start Date: August 24, 2026
End Date: August 31, 2029
Hours: 35 hours per week (Requires flexibility for evening and after-hours event support)
Wages: $46,000–$49,000 CAD annually, commensurate with experience, plus a revenue-based performance bonus (see Compensation)
Benefits: Benefits include full health and dental plan coverage, RRSP matching up to 7%, and a performance-related bonus
Employee Group: Non-Union
Roles and Responsibilities
- Partner with the VP Students and university stakeholders (e.g., Faculty of Graduate and Postdoctoral Studies) to plan and execute major initiatives, including the biannual Graduate Student Orientation, the annual GSS Gala, and GSS Sports Leagues.
- Work closely with the Marketing & Communications team to promote events.
- Provide logistical and event-related support for major society events, including the GSS Elections, Annual General Meetings (AGM), and the Graduate Staff Appreciation Lunch.
- Maintain the operational integrity of all GSS facilities. Identify, schedule, and verify regular maintenance and custodial needs, manage restocking of supplies, coordinate equipment updates and disposal, and act as the primary liaison with UBC Building Operations to ensure prompt repairs.
- Keep bookable areas in presentable, rental-ready condition — coordinating cleaning, setup, and minor improvements — so spaces can be marketed and rented to their full potential within the terms of the UBC lease.
- Support long-term building initiatives and capital renovation projects for the Thea Koerner House and GSS Loft. Conduct needs assessments, assist with facility budgeting, and provide strategic space-planning recommendations to GSS Executives and Council.
- Build positive working relationships with university stakeholders, and provide responsive support to staff and student groups utilizing the spaces.
- Manage day-to-day room booking operations for graduate student groups and commercial bookings; generate client quotes and process invoicing.
- Supervise, schedule, train, and evaluate Event Production Assistants (EPAs), Event Assistants, and seasonal programming staff. Provide after-hours support as required.
- Directly set up and supervise space bookings (including A/V setup and troubleshooting) when support staff members are unavailable.
- Coordinate with Marketing team to promote bookable spaces to students, UBC staff, and for external clients.
- Implement, oversee, and evaluate GSS events and student programming in partnership with the VP Students and Events Assistant
- Monitor and track usage of GSS student spaces (including but not limited to the Graduate Life Centre and the GSS Loft) to understand how members use them, identify unmet needs, and recommend improvements that increase engagement.
- Advise and support the VP Students in creating the annual budget, including planning events and programming for the fiscal year
- Prepare monthly reports on room bookings, events, and client feedback (registration, attendance, budgets, labour hours, and room/equipment usage); an annual year-end report on all bookings and events held, and ad-hoc reports as requested by GSS executives, committees, and staff.
- Attend regular staff, executive, and communications meetings as required to align on organizational goals.
- Other related duties required by the executives and staff team.
General Qualifications
- A University degree or specific college diploma/certificate related to Facilities, Operations, Events Planning, or Project Management, or an equivalent combination of education and experience.
- Experience in room bookings and events management.
- Experience supervising, scheduling, and training staff or volunteers.
- Financial and administrative experience, including preparing client quotes, invoicing, and tracking budgets.
- Strong customer-service orientation, comfortable working with student groups and external/commercial clients.
- Strong time management and project coordination skills
- Strong written and verbal communication skills
- Proficiency with Microsoft Office (Excel, Word, etc.). Knowledge of room and A/V setup; ability to perform event setup and takedown (some lifting required).
- Knowledge of events and payments software (Square, Showpass) is an asset.
Compensation Package
- Base salary: $46,000–$49,000/year (35 hrs/week), set within the band by experience, paid semi-monthly.
- Performance bonus: 22.5% of annual short-term booking/space-rental revenue above $15,000, capped at $10,000/year, paid after fiscal year-end.
- 100% employer-paid extended health & dental coverage, RRSP matching up to 7%, paid vacation, sick, and personal leave.
How to Apply
- Email: [email protected]
- Subject line should read: Events and Facilities Coordinator – Your Full Name
- Application deadline: August 3, 2026
Please submit a cover letter and resume (all documents in a single .pdf file) that details experience and training specifically relevant to the requirements of the position.
We thank all candidates in advance for their interest in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.
Pay: $46,000.00-$49,000.00 per year
Work Location: Hybrid remote in Vancouver, BC
