Community Events Specialist

2 weeks ago

Courtenay, Canada North Island College Full time

Posting Number

**Posting Number**
- SS0385- Position Information**Division**
- VP, Students & Community Engagement**Department**
- Public Affairs & Communication**Supervisor Title**
- Director, Public Affairs & Communication**Location**
- Comox Valley(CV)**Posting Type**
- Internal/External Posting**Position Status**
- Regular**If Others, please specify**

**Desired Start Date**
- 08/28/2023**Position End Date (if temporary)**

**Weekly work schedule (please indicate the start and end times for each day of work)**
- Monday to Friday 0830-1630**%**
- 100**Pay Grade**
- J (interim): $31.54 - $33.46**Position Summary**
- Under general supervision of the Associate Director, Public Affairs and Communications and the strategic direction of the Executive Director, Community Engagement, the Community Events Specialist (CES) is key in operational planning, organizing, and executing a wide range of employee, community and government events. The CES will work closely with government officials, agencies and college leadership to ensure the successful execution of events that align with NIC objectives and priorities. In collaboration with event-specific teams, the CES will be responsible for managing all aspects of event planning, including budgeting, logistics, vendor coordination and ensuring a seamless experience for participants. The CES ensures the College’s vision, mission and values are effectively addressed and communicated, they may support other departments on college-wide events but does not lead these events.**Position Competencies**
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills

**Duties & Responsibilities**
- Working within the guidance of NIC’s Strategic Plans, Advocacy and Employee Communications Strategies, to create events that demonstrate NIC values, community impact and student success.
- Develops and distributes comprehensive event plans, including timelines, budgets, guest lists and logistics, inclusive of event proposals, event plans, event policy, invitations and agendas, setup maps, floor plans, etc. while ensuring compliance with government regulations and protocols.
- Coordinates with internal and external parties to organize planning meetings, gather resources, secure venues, and manage event logistics, such as transportation, accommodations and catering,
- Selects vendors, event assets and suppliers in compliance with procurement practices at NIC.
- Works with vendors, including audiovisual companies, caterers, and security services, to ensure successful event execution.
- Liaises with internal and external stakeholders in the implementation of approved events; communicate, coordinate and maintain ongoing relationships in the development and implementation of college events.
- Directs, communicates, and coordinates the activities of volunteers, employees, and students which includes training, scheduling, work allocation; and supplies support to volunteers, staff, and students to achieve peak productivity and performance.
- Evaluates and reports out on program/event data and histories, budget considerations, contractual provisions, and committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management, and improvements for future events.
- Identifies potential risks and barriers related to events.
- Works collaboratively with Leadership Support Team and team Manager.
- Problem solves independently and collaboratively with effective consultation and communication with all parties involved.
- Develops a standardized and inclusive event templates and tools that support a consistently high level of NIC events.
- Works with NIC’s Marketing and Future Students team and external vendors to track and coordinate the design and preparation of various materials, including brochures and flyers, posters, signage, gifts or swag, banners, backdrops, etc. for events and activities following NIC brand guidelines and design standards.
- Manages and organizes use of and storage of all event assets.
- Manages and updates communications planning and coordination tools.
- Acts as key contact for on-site events, including set-up and tear down.
- Follows current event planning trends and industry standards and applies best practices to event planning and implementation.
- Serves as a representative of the Community and Public Affairs team on various institutional committees.
- Ensures event outcomes / actions from meetings are completed.
- Actively engages in contributing to and carrying out the vision, mission, and values of NIC as we support the aspirations and needs of learners and communities.
- Promotes a positive work atmosphere and communicates in a professional manner that demonstrates mutual respect with students and colleagues.
- Performs other duties as assigned by the Associate Director, Community and Public Affairs.

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