Community Relations

5 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Associate Director, Community Relations and Events the incumbent will provide a high level of administrative and event support within Community Relations and Events (CRE). The Community Relations and Events Coordinator will play a key role in the coordination of high-profile events and will help to lead our annual recognition events. The Coordinator will be responsible for the creation and deployment of event communications, including websites. The Coordinator is required to maintain efficient office procedures and logistics, and provide general administrative support to the team; and contribute to collecting, organizing, and analyzing relevant reports and documentation.

The Community Relations and Events Coordinator works collaboratively and closely with University Relations staff, staff in faculties and departments, staff in UW senior administrative offices and external stakeholders and contractors to plan and execute successful University events and programs. Some interaction with convocation volunteers is involved. The Coordinator is a point of contact for external inquiries, including managing the convocation inbox.

**Responsibilities**:
Event and Convocation Support
- Supports the execution of the University’s high-profile marquee events including convocation, Waterloo Innovation Summit, public lectures, President’s events, and recognition events
- Provides event coordination and logistics support. This includes catering, room bookings, AV support, printing of briefing materials, and managing invitations and registration for events
- Leads travel and accommodation arrangements for VIP guests, such as honorary degree recipients
- Sources and manages services to support event activities. This includes equipment and tools for event staging (e.g., signage, flags, etc.). Campus partners include, but not limited to, the Registrar’s office
- Plant Operations, parking, UW Police, and external vendors
- Provide exceptional convocation support which includes
- Manage the convocation website, providing well written and accurate communication in a timely manner
- Building and managing our ticketing system by ceremony ensuring accuracy of numbers and placement
- Providing administrative support to recruit volunteers through a volunteer communication tool. Support the training of volunteers and provide leadership onsite as required
- Manage a complex database that houses all event and participant information. This database is the template for creating the program, invitations, communications, participation listings, etc.
- Manage the main tracking document of attendance for our convocation procession, faculty procession, award winners, and luncheon guests
- Assist with developing objectives, issuing and/or tracking event invitations and drafting event programs
- Support the production of convocation materials including the compilation and editing of the convocation program and invitations
- Solicit and compiling feedback for post-event “wrap-up” sessions and sharing with Events Specialist for continued improvement of convocation
- Assist with maintaining and editing convocation procedures. These procedures ensure protocol is followed, applied to all written materials and is well documented
- Act as a point of contact for convocation requests and inquiries from internal and external contacts, which are time sensitive and require tact and diplomacy
- Support VIP participation, which may include the convocation robing rooms, administrative support to awards winners and honorands and managing the inventory of academic regalia
- Supports the Government Relations team by executing protocol for government visits, funding announcements, ceremonies and campus visits

Event coordination and administrative support
- Supports event communications from concept to completion including drafting, creating, and deploying event communications, invitations, registration pages. Ensures consistency, accuracy and excellence in quality and content of messaging in all materials
- Tracks, organizes, and prepares invitation lists and registration reports in a timely manner to all relevant parties
- Provides exceptional customer service while coordinating, screening and handling all event and non-event inquiries in person, by telephone or electronic communication
- Supports all UWaterloo community relations and events activities. This may include completing parking arrangements, catering, mailings, and invitations, as well as preparing accurate meeting minutes for meetings
- Manages effective relationships to ensure prompt, expectation-exceeding service and accurate information, balancing deadlines and responsibilities while graciously accommodating interruptions to deal with a wide range of questions as they arise
- Supports all convocation efforts through back-end management of a ticketing system, arranging accurate numbers and floor plans by ceremony Prepares all volunteer documentation and is availa

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