Special Events Coordinator, South

5 months ago

Brampton, Canada Algoma University Full time

**Job Title: Special Events Coordinator, South**:

- Staff Bargaining Unit_

**Position Status**:Permanent, Full-Time (35 hours/week)
OSSTF

**Department**:Strategic Advancement & Alumni Affairs

**Supervision Received**:Manager, Alumni & Strategic Initiatives

**Supervision Exercised**:Student Assistants/Volunteers

**Location**:Brampton, ON

**PRIMARY FUNCTIONS**:
A. Convocation Coordination 65%
B. Alumni & Advancement Events 25%
C. Administrative Duties 10%
**TOTAL100%**

Reporting to the Manager, Alumni & Strategic Initiatives, the Special Events Coordinator provides dedicated support for convocations held at Algoma University’s campuses (Sault Ste. Marie, Brampton, and Timmins), up to two times per year. The Special Events Coordinator will also support the coordination of other events for the Department of Strategic Advancement & Alumni Affairs, and will play an integral role in the execution and evaluation of events for which they are involved.

**RESPONSIBILITIES**:
**Convocation Coordination (65%)**
- Deliver successful convocation ceremonies, and affiliated events, ensuring positive attendee experiences.
- Liaise with departments on the delivery and coordination of convocation.
- Coordinate schedules of various members of the Algoma University community to ensure that events are well attended.
- Liaise with relevant internal and external supports to create event itineraries, process registration, confirm room bookings, book speakers, and arrange catering, within budget.
- Develop clear event documentation, highlighting objectives, risks, resource and people requirements, timelines, and evaluation metrics.
- Assist with the setup, execution, and tear-down of convocation and affiliated events.
- Assist with the preparation of convocation scripts, and prepare/proof the convocation program.
- Maintain inventory of supplies for events, including gowns and hoods for convocation.
- Set up new vendors and process accounting purchase orders, expenses, invoices, and payment requisitions in a timely manner.
- Perform post-event evaluation to highlight and review results and overall impact of programming efforts, and to identify areas of improvement for future events.
- Research best practices and trends to ensure diversity in programming efforts and maximize the reach and participation of efforts throughout the year.

**Alumni & Advancement Events (25%)**
- Support the department in organizing events across all campuses, ensuring positive attendee experiences, including students, alumni, donors, and the broader communities.
- Coordinate schedules of various members of the Algoma University community to ensure that event dates are well attended.
- Liaise with relevant internal and external supports to create event itineraries, process registration, confirm room bookings, book speakers, and arrange catering, within budget.
- Assist with the setup, execution, and tear-down of convocation and affiliated events.
- Set up new vendors and process accounting purchase orders, expenses, invoices, and payment requisitions in a timely manner.

**Administrative Duties (10%)**
- Backfill required duties of the Alumni & Development Officers when needed.
- Keep files and records up-to-date and current, using project management tools effectively and collaboratively.
- Support the Convocation Committee in organizing meetings (scheduling, coordinating invitations, booking rooms, ordering catering, developing agendas, and taking minutes).
- Other duties, as assigned.

**WORKING CONDITIONS**:
**Physical Effort **_Moderate_
Frequent lifting/physical effort required, including transportation of materials and setup/take-down of events

**Physical Environment **_Moderate_
Exposure to environments with varying environmental conditions and noises

**Sensory Attention **_Moderate_
Regular interruptions during detailed work concentration

**Mental Stress **_Considerable_
Balancing competing priorities; travel requirements and work outside of regular hours for events

**MINIMUM QUALIFICATIONS**
- Undergraduate degree or college diploma in any field, and a minimum of two (2) years of work or volunteer experience in organizing events, or an equivalent combination of education and experience, is required.
- Experience working in a post-secondary environment is considered an asset.
- Excellent interpersonal and communication skills, with the ability to represent the university professionally in all interactions.
- Excellent administrative and organizational skills.
- Ability to take initiative and work with limited supervision.
- Ability to work both independently and as part of a team.
- Excellent internet research skills.
- Adept at learning new programs and technology.
- Understanding of, and ability to uphold, confidentiality.
- Ability to work effectively with people of diverse backgrounds, cultures, and abilities.
- Excellent use of technology for collaboration.
- Knowledge of, and experience with, Smartsheet is considered an asset.

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