Special Projects and Events Coordinator, Victoria

2 weeks ago


Toronto, Canada Victoria University Full time

Union (USW Local 1998) Job Opportunity
Office of the Principal, Victoria College

**Posting Date**: June 16, 2023
Closing Date June 30, 2023

**Position Title**: Special Projects and Events Coordinator

**Pay Scale Group**: USW Pay Band 10

**Department**: Office of the Principal, Victoria College

**Salary**: $60,635 - $77,542

**Type of Appointment**: Casual - 2 Month Term Appointment

**Normal Work Schedule**: Full-time - 35 hours a week; Monday to Friday Regular Office Hours

**Position Summary**:
Under the general supervision of the Principal and the Director of Administration, Special Projects and Events Coordinator will coordinate special projects and events related to the academic programs of Victoria College. The individual will be responsible for planning and coordinating regular and occasional events and will assist with communications and other administrative tasks.

**Responsibilities**:

- Organizes and coordinates events sponsored by the Victoria College Principal’s Office, such as guest lecturers, symposia, celebrations, information/recruitment events, dinners, etc.
- Prepares cost estimates, prepares, and distributes invitations/maintains guest lists, orders event supplies, processes honoraria, communicates with event sponsors, invitees, and participants
- Collects and keeps track of receipts and event related expenses; prepares expense reimbursement forms
- In close liaison with Events Victoria, prepares cost estimates, books space, oversees all aspects including set-up, catering, audio visual and IT support, signage, etc. Designs and distributes notice of events, schedules, and registration materials
- Compiles and maintains registration and mailing lists
- Assists in hosting and supporting visitors and resource people (i.e.: students/volunteers) for events, arranging accommodation and other details as needed
- Prepares, collects, summarizes, shares and revises evaluations of each event on a regular basis
- Helps coordinate events for the Victoria College Fellows, Associates, Junior Fellows, and Emeriti and administration for the Fellows Committee
- Oversees the work of one work study student assigned to assist with Victoria College events and other Principal’s Office duties
- Arranges for external reviewers’ site visits for University of Toronto Quality Assurance Process (UTQAP) academic program reviews
- Collaborates with other members of the Office of the Principal to take the lead or co-lead to ensure timely and quality delivery of academic initiatives, as needed
- Oversees and implements communications strategy for the Vic International program for promotion and student recruitment, including creating and monitoring website content on the Victoria College website, electronic communications, group information sessions, and class visits
- Advises students interested in international experiential learning opportunities
- Advises students on some aspects before, during, and after international experiential learning activities
- Recruits returning students as Vic International ambassadors to help promote the program
- Answers inquiries about the Vic International funding opportunity
- Liaises with Office of Registrar and Academic Affairs (ORAA), Universities Canada and University of Toronto offices responsible for student mobility
- Assists with reporting and accountability on Vic International
- Other duties as assigned, mainly assisting Principal’s Office staff with occasional, seasonal, or special projects

**Qualifications Required**:
Education
University Degree required; graduate degree is an asset.

Experience
3 years of administrative and events coordination experience. Knowledge and experience of Victoria University and higher education would be an asset.

Other
- Must be extremely detail oriented and accurate
- Excellent project coordination, event management and administrative/coordination skills
- Excellent interpersonal and communication skills
- Strong customer service orientation
- Must be able to multi-task
- Sound judgment under pressure and stress
- Able to work effectively, both independently and as part of a team

**To Apply**:
Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.



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