Events Project Coordinator

2 weeks ago

Toronto ON, Canada Victoria University Full time

Special Projects and Events Coordinator (Research)
Union (USW Local 1998) Job Opportunity

Victoria College
Position Title: Special Projects and Events Coordinator (Research)

Department: Office of the Principal, Victoria College

Appointment Type: Continuing / Permanent

Schedule: Full-time, 5 days per week from 10 am-6pm , scheduled to accommodate participation in events that take place evenings or weekends. Must be flexible in terms of scheduling as the hours of employment fluctuate throughout the year, based on operational needs
The University encourages applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. Under the general supervision of the Principal and the Director of Administration, and taking direction from the Directors of the Northrop Frye Centre, the Centre for Creativity, and the Scholars-in-Residence program, the incumbent will coordinate special projects and events related to the research centres and programs of Victoria College, including Jackman Scholars-in-Residence. The incumbent will be responsible for planning and coordinating regular and occasional events and will assist with communications and other administrative tasks.
Supports the Directors of the Northrop Frye Centre and Centre for Creativity regarding scheduling, communications, organizing and publicising events, managing the website, and general administrative duties
Manages the content for websites and publicity for the Centres’ activities
Organizes events such as guest lectures, seminars, receptions, and occasional conferences on behalf of the Centres
Organizes the application and selection process for NFC doctoral fellows and undergraduate awards
Assists the Directors with special projects and ongoing development of the Centres
Advises NFC Undergraduate Fellows on NFC-related projects and academic goals
Supports the program Manager and Director regarding the faculty project selection process, student application and admissions process, reporting and accountability, and other administrative tasks
Oversees communications strategy for the Scholars-in-Residence program, including: program publicity, managing program website, and electronic communications Acts as point of contact for inquiries about the program, including monitoring the program inbox, responding to inquiries, and monitoring and troubleshooting student application portal
Assists with the implementation of the program on the St George campus
Organizes and facilitates research-oriented and professional-development workshops, panel discussions, guest speakers, and community-building activities for the SiR program (online and/or in-person)
Organizes and convenes the program's final Research Colloquium for Online/International projects and in-person program
Other Events and Projects Coordination Duties
Organizes and coordinates other events as needed of the Victoria College Principal’s Office, such as guest lectures, symposia, celebrations, information/recruitment events, dinners, etc;
Prepares cost estimates, prepares, and distributes invitations/maintains guest lists, orders event supplies, processes honoraria, communicates with event sponsors, invitees, and participants.
Collects and keeps track of receipts and event related expenses; In close liaison with Events Victoria, prepares cost estimates, books space, oversees all aspects including set-up, catering, audio visual and IT support, signage, etc.
Designs and distributes notice of events, schedules, and registration materials
Assists in hosting and supporting visitors and resource people (ie: students/volunteers) for events, arranging accommodation and other details as needed
Prepares, collects, summarizes, shares and revises evaluations of each event on a regular basis
Supervises the work of one work study student assigned to assist with Victoria College special projects
Other duties as assigned, mainly assisting Principal’s Office staff with occasional, seasonal, or special projects, including back up support for other roles in the Office of the Principal

University Undergraduate Degree required; graduate degree preferred.
3 years of administrative and events coordination experience and experience with university-level and/or postgraduate-level research. Knowledge and experience of the University of Toronto, Victoria College and academic and research activities including the Northrop Frye Centre and Jackman Scholars-in-Residence would be an asset.
Strong computer skills required, including Microsoft Office Suite (particularly Word), email, internet, database systems etc. Excellent project coordination, event management and presentation skills. Internal candidates are asked to submit their applications online by logging onto Dayforce.

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