Outreach Events Specialist

1 week ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview:


The Centre for Education in Mathematics & Computing (CEMC) is Canada's largest and most recognized outreach organization for promoting and creating activities and materials in mathematics and computer science and is housed within the Faculty of Mathematics at the University of Waterloo.

Our mission is to increase interest, enjoyment, confidence, and ability in mathematics and computer science among learners and educators in Canada and internationally.

We do that through a commitment to our core values:
future readiness, access, community, and impact.

As such, the CEMC is the first point of contact at Waterloo for a significant percentage of our future undergraduate and graduate students and their parents.

Through outreach activities, the CEMC has perhaps the largest set of external points of contact amongst any unit on campus.


The Outreach Events Specialist reports to the Operations Manager, CEMC and is accountable for managing all facets of CEMC events, including event administration strategy, planning and implementation, logistics, inventory, budgeting and evaluation and provides a central point of contact for a myriad of internal and external stakeholders, to advance the CEMC's mission, image, profile and reputation as a world-class leader in Mathematics and Computing education to local, national and global audiences.

These activities include contest creation and marking events, student workshops, teacher conferences, CEMC Visits Schools program and many other face-to-face and virtual outreach activities as well as serving as support and strategic back-up to the Contest Administration Specialist with the 12 Mathematics and 3 Computer Science contests.

The Outreach Events Specialist collaborates with the design, production and distribution of CEMC marketing materials while maintaining brand cohesion, including various posters, flyers, brochures, swag, gifts and prizes.


Responsibilities:

Outreach Events Management

  • Accountable for planning, ongoing management, delivering, evaluating and reporting on CEMC inperson and virtual events, including but not limited to: student workshops, teacher conferences, student awards and recognition banquets, contest creation committee meetings and contest marking events
  • Manages the logistics of all events, which include booking accommodations, travel, parking, catering, room bookings, A/V, printing events materials, dress events sites, setup, takedown and transport all boxes, banners and events related materials
  • Collaboratively creates engaging, authentic, informative and fun events with CEMC faculty coordinators, CEMC and Waterloo staff, faculty, coops, casual support and volunteers
  • Recruits and manages employees and volunteers to support the delivery of events
  • Proactively identifies best practices and process improvements in event coordination and management
  • Establishes measurement targets to monitor and assess the effectiveness of engagement initiatives, including but not limited to web analytics, event attendance, surveys, etc. and providing reports to senior leadership and faculty events leads
  • Implements project management strategies to prepare detailed schedules, identifying critical milestones and deadlines to ensure that events are managed on time and within scope
  • Maintains a database and filing system for vendors, suppliers, and venues with uptodate details of annual Service Level Agreements (SLAs), contact information, etc.
  • Adheres to all applicable health and safety procedures, instructions, and directives
  • Supports the Operations Manager and Financial Coordinator in the development and monitoring of the CEMC annual budget as it relates to planned events and supporting activities
  • Manages events within defined budgets (i.e. $10,000 to $50,000 per event)
  • Reviews all events webpage content on a regular basis to ensure uptodate information is accurate and available for the CEMC global client base
  • Collaborates with the Contest Administration Specialist to develop and execute an ongoing training plan to provide support, and fullbackup, for events and CEMC Visits Schools management, including inventory management
In-Person and Virtual School Visits

  • Manages the administration and logistics of the CEMC Visits Schools program. This involves liaising with contacts in schools to plan and organize the program logistics for local, domestic and international visits as well as the virtual visit program. This encompasses both responding to school requests and soliciting visits to targeted schools directly
  • Supports colleagues in Undergraduate Admissions and Outreach group and faculty program leads with the execution of their strategic goals and objectives for both outreach and Waterloo recruitment and admissions
  • Collaborates with CEMC leadership to assign visits, support travel, accommodations, and any other logístical and administrative needs that they may have
  • Maintains visit records for endofyear school visit r

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