Events and Operations Coordinator

3 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year**

The Event and Operations Coordinator is responsible for effective planning and execution of all IQC events as well as the coordination for activities within the Communications and Strategic Initiatives (CSI) team. The incumbent assists in logistics and running of special projects and strategic initiatives. The incumbent assists the Director, Communications and Strategic Initiatives on daily activities at the administrative level.

**This position is contingent on funding.**

**Responsibilities**:
Tours
- Responsible for orchestrating internal meetings and tours with government, corporate and university officials and preparing materials required for effective participation. In doing so, the incumbent interacts extensively with IQC members including faculty, students, CSI team members, administrative staff and outside technical experts

Operations and Administration
- Provides a wide range of support to the ensure the smooth operations of CSI team, including booking travel, facilities, catering, preparing presentations, handouts and reports; producing meeting notes and attending to special requests
- Supports the CSI team’s finance and budgeting process, including assisting with the team’s annual budget preparation, processing vendor invoices for payment and creating purchase orders through Unit4; processing travel and expense claims and other paperwork as required, handles the team’s monthly account reconciliation
- Supports CSI team’s operational requirements, including space management, vendor management, logistics and financial support
- Performs other duties of a comparable level/type as assigned

Event support
- Assists the Manager, Outreach and Events and Manager, Scientific Outreach in planning, executing and wrapping-up of all IQC events and arrangements for special events. Duties include but are not limited to the following activities:

- Assists with pre-event planning (create event plan, source and coordinate with vendors, exhibitors and stakeholders, registration preparation, meal planning, assisting invited speakers with logistics, documenting, tracking, etc.)
- Manages logistics (venue liaison, parking requirements, develops invitations, manages the rsvp process, and prepares name tags, etc.; prepares thank you letters; liaises with various faculties and departments to ensure appropriate timely, personal acknowledgement)
- Runs events (registration, managing caterers, collecting expense documentation, represent IQC during event)
- Responsible for post event activities (event teardown/clean up, assist with reports for sponsors, data collection, tracking and entry for IQC reporting)

Undergraduate Research Award (URA)
- Under the direction of the Events and Outreach Manager, brings students from around the world to do summer research with IQC faculty
- Manages, tracks and completes paperwork for immigration purposes
- Collects account information from faculty
- Works with Human Resources to have each student set-up in the system and have them signed up for UHIP
- Acts as the general contact for URA while they are at IQC

Communications support
- Responsible for maintaining the IQC database and mailing lists and executing all IQC mailings.
- Manages the CSI equipment needs and orders supplies and marketing materials

Room bookings
- Facilitates bookings of IQC meeting rooms with internal and external constituents
- Manages internal and external bookings of Multi-purpose room (QNC 0101) including booking requirements, seating transitions and technician booking and coordinating third party external billing

Qualifications:

- Completion of a Bachelor’s degree or equivalent.
- Diploma in Office Administration, Business, or related field is an asset
- 3+ years of experience in progressively more responsible event management and planning roles
- 3+ years of experience in administrative and operations roles.
- Experience in a complex, dynamic and fast-paced environment
- Experience in a research or academic environment is an asset
- Must possess outstanding organizational skills, coordination skills, and project management skills
- Ability to build agreement without relying solely on authority
- Must be able to quickly assimilate information and analyze data
- Outstanding verbal and written communication skills and a proven record in demonstrating tact, judgment, and diplomacy
- Must be confident, organized, and an accomplished problem solver
- Good customer service skills
- Attention to detail
- Proficient in Microsoft Office suite
- Experience with Unit4 and Concur would be an asset
- Reporting expertise for pre
- and post-events including registration, attendance, general product metrics and event surveys
- Experience with technology platforms, specifically Zoom and other 3rd party event software
- Scheduling and coordination expertise with a focus on virtual event logistics

Equity Statement:
The University of Waterloo acknowledges that much of our work takes

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