Special Events and Programming Assistant

3 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:07/29/2024
**Req ID**: 38980
**Faculty/Division**: Faculty of Applied Science & Engineering
**Department**: Department of Electrical & Computer Engineering
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00056583

**About us**:
The Edward S. Rogers Sr. Department of Electrical & Computer Engineering is Canada’s top-ranked ECE department, and one of the country's largest. We are home to 100 active and Emeritus professors, more than 1,400 undergraduate and 600 graduate students. Many of our faculty members are world leaders in their field and have been recognized as the brightest and most promising scientists and engineers from across the country.

ECE is a hotbed of research commercialization, by far the most productive department for new inventions at the University of Toronto. With this department, you will work at the heart of the most rapidly developing technologies humankind has ever seen.

**Your opportunity**:
The Special Events and Programming Assistant is part of the broader Edward S. Rogers Sr. Department of Electrical & Computer Engineering team. This role will support recruitment initiatives, industry partnership opportunities, and student life development experiences.

The Special Events and Programming Assistant will provide a high level of professional service to the department's activities, including executing event logistics for various on-site, virtual, and hybrid events ranging from small to large scale. The responsibilities include programming support and administrative assistance to the team. This role will be required to execute event scheduling and logistics, provide support on event day, resolve issues that may occur during the event, process registration information, collect post-event evaluations and maintain records and databases.

To meet the operational needs of the role, the regular hours of work for this position are Monday to Fridayfrom 9:45 am to 6:00 pm; regular evenings and occasional weekends may be required. Flexibility in working hours is a key requirement for this role.

**Your responsibilities will include**:

- Coordinating the schedule for program and event calendars
- Determining logístical details and activities for events and/or programming
- Resolving issues that may occur during events and escalating problems as required
- Organizing materials for workshops, conferences and events
- Conducting post-event evaluation, analysis and recommendations for changes
- Coordinating the production and distribution of communication materials
- Editing promotional and outreach materials in partnership withthe communications team
- Coordinating meeting schedules, agendas, materials, action and follow-up items

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience
- Minimum three (3) years of relevant student programming and event coordination experience, including experience supporting student life and recruitment initiatives
- Minimum three (3) years of recent and related experience in coordinating, planning, administering and executing the logistics of events from beginning to end in different settings (e.g., in-person, online, hybrid), preferably in an academic environment
- Demonstrated experience and ability to coordinate and execute event logistics for a variety of audiences for small to large-scale events and for multiple events with a variety of stakeholders
- Experience following institutional procurement procedures and policies coordinating quotes from external vendors, including supporting photography/video, catering and audio-visual needs
- Experience setting up and conducting online programming, such as setting up Zoom meetings and webinars, handling remote event registration, recording or live-streaming events, and editing event recording and captions
- Experience working with a marketing team to share event content via digital distribution channels
- Experience preparing and coordinating the schedule for program and event calendars
- Experience evaluating events and preparing statistical reports
- Strong time management skills and ability to prioritize tasks and responsibilities to meet strict deadlines
- Exceptional interpersonal skills, tact, diplomacy and demonstrated ability to exercise tact, judgment and discretion in the execution of position
- Demonstrated ability to troubleshoot event activities and provide a high level of customer service
- Strong oral and written communication skills and superior attention to detail and accuracy
- Ability to prepare presentations and correspondence with mínimal review
- Excellent software skills, including MS Office (e.g., Word, Excel, PowerPoint)
- Strong initiative and ability to work well in a team and experiencecoordinating volunteers at events
- Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

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