December 12, 2012

Jobs Jar: ULI BC Coordinator

The BC District of the Urban Land Institute is looking to hire an organized, energetic individual to fill the Coordinator position for ULI BC. Ideally we would like someone with a minimum of 4-5 years of experience who has a strong ability to manage multiple tasks. This is a full-time position.
All responses should be sent to Tessa Forrest (tessa.m.forrest@gmail.com) who will be helping to manage the process.

DISTRICT COUNCIL COORDINATOR

Job Title: District Council Coordinator – ULI BC

Reports To: Governance Committee

Start Date: Immediate

Job Type: Full Time Position

Job Location: Flexible

Key Words: Event Management, Administration

The Urban Land Institute (ULI)

The Urban Land Institute provides leadership in the responsible use of land and in creating and sustaining thriving communities worldwide. ULI is an independent global nonprofit supported by members representing the entire spectrum of real estate development and land use disciplines.

ULI is a nonprofit research and education organization connected to nearly 30,000 members worldwide representing the entire spectrum of the land use and development disciplines. We offer an unbiased and non-partisan exchange of ideas between private and public agencies to help provide solutions to local and regional land use issues.

ULI BC is the local chapter of this international organization.

Nature and Scope of Position

ULI BC is seeking to hire an energetic, organized professional for the role of Coordinator. Working with leaders across BC’s real estate industry, this is a growth position in which the successful candidate will have the opportunity to rise within the organization over time.

There are three key roles that the Coordinator fulfills for ULI BC:

• General Administration: serves as an informed resource to ULI BC Management Committee and all standing committees. Interfaces with all committees to ensure committee work is consistent with ULI policies and procedures and to ensure ULI BC goals and objectives are met.

• Programming / Events: works alongside event staff/volunteers and the programming committee to help plan and execute ULI BC events.

• Liaison: acts as a professional liaison between ULI BC, ULI Headquarters (Washington, DC), and the local real estate community of British Columbia.

Duties and Responsibilities:

General Administration (50%)

•  Provide support and administration to ULI BC including the Management, Governance and Advisory committees, including:

Meeting/Calendar co-ordination

Meeting attendance required

o Minutes taken and distributed to committee

• Manage all phone/e-mail inquiries from ULI BC members and nonmembers.

• Manage all supply orders for branded printed materials such as ULI letterhead, masthead, and envelopes, and badge stock.

• Work closely with the ULI BC Management Committee Chair and manage ULI BC day-to-day operations, including coordination of the ULI BC annual plan and budget as well as liaising with sub-committees (Programming, Membership, Sponsorship, Outreach, Communications, Finance and Young Leaders).

Programming / Events (35%)

The main purpose of ULI BC is to create dialogue and share ideas around sustainable land use. There is a major event held every two months. This requires planning, securing hosts and guests, booking venue and services, promoting, registration, follow up and reminders. There will be significant assistance through volunteers and (occasional) paid support, however the role of “quarterbacking” these events will often be the responsibility of the Coordinator.

Pre-Planning

Assist with determining meeting and event calendar, venues, meeting fees, and logistical time frames for individual meetings.

Work with ULI staff and follow the ULI registration procedures in regards to: event flyer development, event fact sheet development, collecting balance dues, sending in onsite, etc.

Promotion/Marketing

Assisting with production/creative of mail flyers promoting upcoming ULI BC events.

Produce and broadcast e-mails.

Manage/oversee ULI’s web site the ULI BC database for use in producing mailing labels, e-mail lists, meeting rosters, badges, and invoices.

Send thank you letters to speakers.

 

Logistics/Operations/Execution

Assist with on-site meeting logistics, including venue, a/v, catering, speaker coordination, registration etc.

Wrap-up/Event Debrief

Invoicing attendees, managing financial reconciliation, complete an event debrief

Liaison (15%)

ULI currently has 52 District Councils across North America, with BC and Toronto being the only two in Canada. Given ULI’s extensive reach and geographical separation, there is a consistent requirement to ensure information is disseminated effectively between the headquarters in Washington, DC and these District Councils. The ULI Coordinator will be responsible for ensuring that he/she is up to speed on all information from ULI National and sharing that information appropriately within ULI BC.

Skills Requirements

Minimum 4-5 years of experience in event planning/execution and/or administration

Extremely organized and professional

Experience working with and managing multiple stakeholders

Ability to work independently and meet deadlines

Pleasant, courteous, and friendly

Excellent writing, interpersonal, and communication skills

Proficient in Microsoft Office and Photoshop

Understanding of website content management systems, CRM systems, and e-marketing

Knowledge in promotion, marketing, communications, media, sponsorship, production, execution is considered an asset.

Other

Travel required. Candidate will be likely be required to travel to the USA a minimum of 3x per year (Washington, ULI Spring/Fall Meetings)

Must have own laptop computer

A part-time office may be provided, however an ability to work in one’s own office environment is required

Compensation

Pay commensurate with experience.

 

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