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 , a VPRI funded UBC-based interdisciplinary research cluster. The Cluster Leads are: Jasbir Puar and Ervin Malakaj. The cluster seeks to bring UBC students and scholars, as well as local community members, together to share research insights related to the centre’s theme. Our main projects include hosting the interdisciplinary salon series, public speakers, artists in residence, and workshops for cluster members (some of which are open to the public).

Major responsibilities include: maintaining and monitoring timelines, milestones and budgets; creating and updating contact lists and program calendars; coordinating travel and hospitality; organizing cluster meetings; generating emails, letters and project newsletter, updating and maintaining project website; 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. Works with all faculty cluster members, the GRSJ Administrator or 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 administrative support to the Cluster Team in the planning and implementation of programs and events, including lectures, workshops, symposia, talks, seminars, exhibitions and social events;

• Responsible for maintaining and liaising 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, and catering;
• Coordinates travel arrangements for visiting researchers, participants and speakers in consultation with Cluster leads and GRSJ staff;
• Updates project website and prepares and distributes promotional materials;
• Generates a variety of correspondence, prepares reports;
• 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;
• Assists with accounting, invoicing and payments;
• Other related duties as required.

Consequence of Error

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 cluster finances and projects as well as the reputation of the University.


Supervision Received

Receives direction from Queer Centre for Radical Praxis co-leads and other lead members of the Research Cluster team. Receives direction from the GRSJ 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.
• 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

• Training in office procedures and administrative practices. Post-secondary degree in a relevant discipline is preferred (sexuality studies, gender studies, etc.).
• Experience working in an arts research organization in a position with administrative, program or event coordination responsibilities.
• Familiarity with UBC campus and financial systems is an asset.
• Knowledge of queer and trans studies.
• 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 use Adobe software (Photoshop, Illustrator, InDesign, Premiere) at a basic 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.
• Serving It Right certification is an asset.