Events and Programs Coordinator

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Events and Programs Coordinator plays a critical role within the Organizational and Human Development (OHD) Team. Reporting to the Manager, Learning and Development, this position has overall responsibility and accountability for learning event management, learning program administration and coordination, relationship management and evaluation of programs. This position acts as the lead for major OHD events (both in person and virtual) and is responsible for all planning, logistics, coordination, administration, budgeting, and implementation.

**Responsibilities**:
Learning Event Management
- Leads planning, logistics, coordination, and implementation of OHD events (such as Keeping Well at Work programming, the Waterloo Staff Conference, Mentorship program, staff Orientation and Onboarding)
- Develops and maintains project plans, critical paths, and communication plans for programming and events
- Establishes best practices and processes for event and programming registration and oversees this system for all programming and events
- Establishes event role and responsibilities and works with designated leads to ensure all details are considered and executed
- Manages significant event budgets, including contract payments, reconciling expenses and processing invoices as required
- Researches and procures keynote speaker engagements including contract negotiations, event communications and logistics
- Collaborates with the Information Systems team on the development, management, and maintenance of the online events registration system
- Leads the onboarding staff campus tours
- Responsible for the technical and presentation requirements for event execution (hybrid technologies, live streaming needs, sound requirements)
- Develops and implements an integrated communications plan for the promotion of programming and events using both print and electronic media; manages and monitors web-based communication (promotion, registration, post-event feedback, etc.)
- Oversees the creation of marketing materials

Relationship Management
- Builds and maintains relationships with internal and external stakeholders, including OHD’s Learning and Development team, Organizational Development team, and various members across the Human Resources portfolio. Seeks and fosters relationships with internal and external campus partners and stakeholders to establish and strengthen employee learning and development through establishing and maintaining a learning hub for employees
- Maintains a network of key department contacts on campus to facilitate the effective and efficient coordination of events and activities
- Acts as an OHD ambassador within the university at university events
- Supervises the OHD coop student, with accountability for all aspects of coop employment including recruitment, onboarding, work allocation, and performance management
- Recruiting and managing volunteers to support the delivery of events
- Contributes to creating a learning environment that supports equity, inclusion, belonging, and a healthy workplace
- Provides excellent customer service to campus community in a timely, helpful and resourceful manner

Learning Program Administration and Coordination
- Proactively coordinates the annual learning and development program calendar including online registration system, attendance tracking, and participant inquiries
- Partners with Learning and Development team to ensure timely execution of program timelines and tasks
- Coordinates onboarding and orientation programming
- Develops and maintains documentation outlining all duties and processes as part of the standard operating procedures
- Manages the departmental workshop registration system for employees, ensuring timely completion of learning and development offerings for enrollment and credit
- Monitors, reviews, and adapts best practices for programming and events to ensure that processes are effective; proactively identifies new opportunities to continually improve quality and efficiency
- Develops and executes key communication channels for program promotion (OHD newsletter, social media, daily bulletin announcements), in partnership with Manager, HR Communications
- Monitors and updates OHD website
- Reconciles monthly p-card expenses and reporting

Evaluation of and reporting on outcomes relevant to programming and events
- Actively seeks out and reports on learner feedback for programming and events including but not limited to their purpose, format, design, content, and frequency
- Integrates feedback from learners and participants into future events and programming
- Develops and maintains program documentation (i.e. action plans) outlining program
- goals, outcomes, progress, and recommendations for future offerings for events and programs within portfolio
- Tracks and reports on participants demographic data to ensure equitable access to supports
- Creates and distributes annual, detailed programming and communications report th

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