Community Discussions Meeting Planner/Project Contact

Job title: Community Discussions Meeting Planner/Project Contact

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Hourly – Administrative Support 4 (Gr7)

Job Title Community Discussions Meeting Planner/Project Contact

Department Administrative Leadership | Institute for the Ocean and Fisheries | Faculty of Science

Compensation Range $29.34 – $30.83 CAD Hourly

Posting End Date January 2, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Mar 31, 2025

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Project: Community Discussions on the Future of Pacific Salmon: Indigenous and Local Knowledge and Needs

Project Overview / Summary:

The Institute of Oceans and Fisheries, UBC is undertaking a series of public community meetings across BC. The objective of this study is to collate local knowledge from communities, First Nations, and salmon scientists to seek advice on rebuilding Pacific salmon abundance and to support governments, industry, and BC peoples to better prepared for the future. UBC/IOF will convene and facilitate a multi-party process to identify the key questions, partners, and priority actions to focus on salmon and habitat restoration, ecosystem planning and rebuilding Pacific salmon populations. Embarking upon 10-12 BC community meetings, UBC IOF will host Community Dialogues and use this input to then host a three-day workshop on the UBC Vancouver campus (fall 2024). UBC will support a process of listening, innovating, and provision of recommendations on key actions through science and local knowledge. These actions will increase current knowledge and understanding of Pacific salmon declines from an integrated ecosystem and community perspective. Following community dialogues and the workshop, IOF/UBC will prepare a final report to the government of Canada by March 2025.

Organization (Project Team)

The project will be administered by Dr. William Cheung (Director, IOF) and lead by Dr. Brian Riddell (Contractor) and Ms. Deana Machin (Contractor). This position will be the third team member in the community dialogues and workshop. Importantly, this position will organize the community meetings, media outreach, and primary contact to organize the workshop on UBC Vancouver campus (fall, 2024).

Work Performed:

For transparency and clarity on what the position is and entails, the below provides a detailed overview of responsibilities and tasks likely to be undertaken by the Meeting Planner/ Project Contact.

As a member of project team, the position will be the primary office contact at UBC including responsibility for maintaining the project website at:

In preparation for the workshop, the incumbent will recommend meeting locations including costing of space, accommodations, and food services. Logistics within the workshop will be the responsibility of the Project Team but executed by the incumbent, including securing service contracts and payment of vendors.

For each community meeting, the incumbent will select a meeting location and time, ensure announcements are made via local media, radio, and points-of-contact in the community, and ensure that payments are made by agreed dates. Determination of communities to host these meetings will be determined by the Project Team, including recommended contacts in those areas.

The incumbent is responsible for arranging setup of the meeting rooms, speakers and recording equipment, clean-up following the discussions.

The incumbent will be responsible for travel arrangements for all project members attending each community meeting, including transportation and accommodation. Depending on final decisions, the incumbent may be asked to arrange travel to the workshop for some participants.

It is anticipated that the incumbent will be required to travel to most community meetings and to participate in note-taking and post-meeting summary discussions.

Following each meeting, the incumbent will secure the meeting recording and notes, and ensure backup copies of each are made and secure. When consent forms are required, the incumbent will be responsible for collecting and tracking the number of forms received.

Following each meeting, a formal record of each discussion will be prepared by the Project Team, the incumbent will participate in preparing meeting summaries and ensure they are posted to the project website.

Consequence of Error/Judgement

This position requires a high degree of discretionary judgment, initiative, and tact. As first contact in the Project office, the position sets the tone for discussion with interested media, professionals, and the public. The Meeting Planner has significant impact on the effective management of each public engagement and the presentation of the Projection Team/UBC at each event. The position carries financial responsibility for travel and execution of each meeting, for its successful execution at each, and the representation of UBC to each of the community groups. The security of recordings and minutes is crucial to accurate summarization of each discussion, and the security of records that has been expressed to all participants. Reliability, accuracy, and maturity are vital given the degree of contact with members of the University, each community including Indigenous communities, and the media. Inappropriate judgement by the incumbent could have serious effect including undermining IOF’s ability to meet their objectives and goals.

Supervision Received
While the incumbent will perform duties independently, they will work within a small but experienced team in the project. The incumbent will not have daily supervision but will have discretion when to seek assistance and when to proceed individually. Work will be reviewed weekly as community outreach is planned, and the incumbent will be working with team members in summarizing each dialogue and securing each meetings’ minutes.

Supervision Given
Minimal supervision is anticipated but the incumbent will be responsible for management of each community meeting and the subsequent workshop.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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

Experience in administrative support and/or project management

Effective oral and written communication, interpersonal, and organizational skills and an ability to work with minimal supervision.

Experience in communications and interface with clients and public. Experience with video-conferencing and teleconferencing an asset.

Ability to work effectively and interact independently with managers, members of the public, media, Indigenous organizations.

Demonstrated ability to exercise tact, diplomacy, discretion, and sound judgment.

Ability to maintain accuracy and attention to detail, including the ability to take and transcribe accurate meeting minutes;

Knowledge of basic accounting procedures would be an asset.

Ability to compose correspondence, reports, and other written materials using clear concise language.

Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.

Ability to effectively use word processing, spreadsheet, database, and electronic mail applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, Adobe Pro).

Demonstrated ability to prioritize and work effectively under pressure to meet deadlines.

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