Administrator

2 weeks ago

Etobicoke, Canada Humber Full time

**Administrator, Convocation and Institutional Events, UofGH - PT Admin (2-Year Contract)**
- (27702)

**Find Your Spot at Guelph-Humber**

At Guelph-Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Guelph-Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education. Guelph-Humber employees are a diverse group of committed, caring and fun-loving people.

We take finding and growing the right talent very seriously. We strive to find and nurture extraordinary employees who bring their best each day.

If you are interested in working in higher education and are looking to contribute to the largest polytechnic College in Ontario, as we shape the future of our students and communities, here is your opportunity to join our team.

**Job Details**

**Position Title**:Administrator, Convocation and Institutional Events

**Status**: Full-time (2-year contract)

**Hours per week**: 37.5

**Faculty/Department**:Guelph-Humber Student Services

**Campus/Location**: University of Guelph-Humber

**Salary Range**:NFT Admin 04 (Min) $63,976 - (Max) $95,966

**What you will do**:
The Administrator, Convocation and Institutional Events oversees the planning and execution of academic ceremonies including convocation as well as other institutional events. This position is guided by the vision, mission and goals of the university. This position interacts broadly with individuals from both within and external to the university, including the Senior Administration team, dignitaries, external and internal vendors and colleagues from across campus.

In this role, the incumbent is expected to support the “brand” of the University and as such their responsibilities have significant impact as they reflect on both the University and the Office of the Vice-Provost.

**Convocation Planning**

Plan and project manage the delivery of graduation ceremonies:

- Contribute to the development of operational workplans for convocation and events, planning activities to meet departmental and university strategic goals
- Manage the overall critical path, meeting agendas and weekly action items to ensure timelines and benchmarks are achieved
- Manage graduate, guest and staff attendance; set up and manage associated registration systems and troubleshooting as needed
- Oversee venue, suppliers and logistics and coordinate event day attendance and requirements
- Recruit, train and manage convocation event day staff (approximately 100 people)
- Conduct risk assessment, and review accessibility requirements to develop a plan for accommodations where required
- Secure participation from and brief principal ceremony participants (Presidents, Vice-Provost, Deans, and other executive staff)
- With the Office of the Vice-Provost and convocation leads at the University of Guelph, manage nomination process for Honorary Degree Recipients; coordinate approved Honorary Degree recipient’s participation in the convocation ceremonies
- Oversee event day execution including set up, timing, schedule adjustments and problem solving

**Institutional Events**
- Organize and implement institutional events (guest speakers, special event days, employee appreciation events, town halls etc.) including securing venues, arranging for space contracts, creating and revising room layouts for each event, arranging catering, ordering audio visual equipment, ensuring appropriate decor, and generally serving as the lead liaison with university clients and vendors on event-related matters.
- Anticipate event logistics and timelines, develop event work back schedules and critical paths
- Develop a plan to recruit volunteers and staff to assist with events
- Produce appropriate invitations and signage
- Arrange for event set-up and take-down
- Develop communications and promotional plans for the event in conjunction with the Communications and Public Relations department
- Prepare all materials and logístical requirements for the events - name tags, signage, giveaways, audio visual equipment, catering, etc.
- Prepare proposed budget for each event for approval by internal stakeholders
- Ensure that all facility and event requirements adhere to university policies and relevant legislation, following risk management protocols in event planning to protect the health and safety of all participants
- Present to Project teams/task forces pre and post event
- Collect and submit invoices for payment

**Event Communications**
- Ensure correct information is circulated to staff, students, parents and external audiences in a timely manner in the most appropriate format
- Manage the production of the graduation program both in print and digital in accordance with the University’s brand guidelines
- Work with internal Communications and Public Relations team to update and manage the graduation web pages
- Plan event r

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