Research and Outreach Project Coordinator

Job Summary

The Research and Outreach Project Coordinator is a temporary part-time position providing administrative, communications and event support for Critical Image Forum, a VPRI funded UBC-based interdisciplinary research cluster. The Cluster Leads are : Associate Professor Althea Thauberger and Assistant Professor Kelly Midori McCormick. The cluster is currently primarily concerned with establishing a body of outward facing research led by its members and partners that shares and contributes to our collective work in photographic and expanded documentary practices. We maintain an online digital archive of discursive materials for research and pedagogical applications, and support public events and presentations which promote critical photographic literacy.

This position is solely responsible for overseeing the administrative coordination for the cluster. Major responsibilities include : coordinating and monitoring project timelines, milestones and budgets as set by the Cluster Leads; creating and updating contact lists and program calendars; coordinating travel and hospitality; coordinating audio / visual recordings of public events and the sharing of documentation; assisting in collecting research resources and updating the project website; organizing cluster meetings; generating emails, editing the cluster newsletter; liaising with cluster members, graduate Research Assistants and associated researchers; assisting with financial accounting; and supporting communications between partners, faculties and institutions.

The Research and Outreach Project Coordinator reports directly to the cluster co-leads. Liaises closely with members of the Research Cluster team including faculty and staff from the Department of Art History, Visual Art and Theory as well as partner organizations The Morris and Helen Belkin Art Gallery, and Polygon Gallery. Works with all faculty cluster members, the AHVA Administrator and Program Assistant. Communicates with a variety of UBC departments and units, faculty, staff, students, and various internal stakeholders across campus. Liaises with external partners and researchers.

Organizational Status

The Research and Outreach Project Coordinator reports directly to the cluster co-leads. Liaises closely with members of the Research Cluster team including faculty and staff from the Department of Art History, Visual Art and Theory as well as partner organizations The Morris and Helen Belkin Art Gallery, and Polygon Gallery. Works with all faculty cluster members, the AHVA Administrator and Program Assistant. Communicates with a variety of UBC departments and units, faculty, staff, students, and various internal stakeholders across campus. Liaises with external partners and researchers. May supervise Graduate Research Assistants and volunteers.

Work Performed

• Provides complex administrative and logistical support to the Cluster for its operations, events (including lectures, workshops, symposia, talks, seminars, exhibitions and social events), and initiatives. Schedules meetings for the Cluster Team. Prepares event and meeting agendas and other supporting documents. Takes accurate and effective meeting minutes.
• First point of contact for external and internal inquiries about the Cluster : these inquiries range in complexity from routine through to complex, confidential inquiries that require discernment, discretion, accuracy, and professionalism.
• Communicates with project partners, participants and the project team to coordinate and monitor project timelines, milestones and budgets as set by the Cluster Leads; Assist with the development and leads the maintenance of contact lists, event and program calendars, timelines, and milestones;
• Uses initiative, interpretation and ingenuity in identifying and resolving potential or actual problems related to planning research, programs and overall visioning of an emerging research cluster and student Research Assistant(s).
• Effectively organizes all pre-planning logistics associated with in-person, virtual and hybrid events such as coordinating schedules, booking rooms, event registration check-ins, in-event moderation, advanced AV, video and phone conferencing etc.
• Oversees intricate registration process for workshops including coordinating registration, overseeing waitlists, contacting participants, coordinating with facilitators and preparing certificates
• Assembles and maintains bring forward materials from a variety of sources for meetings, travel arrangements, grant applications and correspondence; sends reminders for upcoming deadlines, and facilitates timely completion of tasks.
• Works with cluster co-leads to develop annual report, including compiling lists of events, activities, and expenditures throughout the year. Participates in drafting and formatting sections of the report using Microsoft Office Suite, Adobe software, and / or Canva.
• Coordinates travel arrangements for visiting researchers, participants and speakers in consultation with Cluster leads and AHVA staff;
• Provides logistical, clerical, and technical support to the program. First point of contact for resolving any logistical and technical problems for Fellows, Research Cluster Leads, Research Networks, community research partners and collaborators, faculty and staff;
• Collates written and visual promotional material for project events and archive, ensures visual identity and copyright guidelines are followed in consultation with AHVA staff;
• Assists in website and social media maintenance and updates, including monitoring content to ensure that it is current and meets UBC and Faculty of Arts Branding, web, and marketing guidelines.
• Assists with creating simple promotional webpages, RSVP forms for events, and promotional materials. Ensures accuracy of both content and copy-editing matters throughout all materials. Supports with collecting and drafting content for program updates and newsletters.
• Assists with coordinating Audiovisual event documentation and editing; Assists Cluster leads with coordination of media recordings of events, and handling media files. Coordinates editing and output of recordings for online archiving;
• Organizes Cluster’s documents and processes, including setting up file organizing structures in Sharepoint and Teams, organizing and maintaining the Sharepoint site for easy access by Cluster members, and documenting administrative procedures to ensure organizational memory and continuity of processes.
• Liaises with personnel from other University departments and other institutions;
• Assists with accounting, keeps track of projected and actual expenses invoicing and coordinating payments through Arts Service Centre Finance and Workday, reconciles credit card statements and answers complex questions about expense reimbursements and fund transfers;
• Other related duties as required.

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 project’s finances and project deliverables as well as the reputation of the project team, partners and the University.

Supervision Received

Receives direction from Critical Image Forum co-leads and other lead members of the Research Cluster team. Receives direction from the AHVA 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.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications