Events Coordinator

2 weeks ago

Kitchener, Canada Conestoga College Full time

Requisition Details

**Job Title**:
**Events Coordinator**

**Requisition #**:
**23-551R2**

**Campus**:

Doon

**Department**:

Welcome Centre

**Payband**:

H

**Starting Rate**:

$33.38

**Payband Range**:

$33.38 - $38.75

**Hours/Week**:

35

**Posting Date**:

Tuesday, June 13, 2023

**Closing Date**:

Tuesday, June 27, 2023 at 11:59 PM EST

**Vacancy Type**:

Support Staff - Full-time Temporary Appendix D Contract

Support Staff Full-time Appendix D Contract Replacement Position (Immediate - July 19, 2024)

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

Reporting to the Manager, Convocation & Welcome Centre, this position assists with the planning and coordination of convocation ceremonies and specific college events (virtual and in-person). Interacting with numerous departments across the college and with local vendors, the Convocation & Events Coordinator plans and stages these high-profile events serving a variety of stakeholders, current and prospective students, faculty, staff, volunteers, and college senior administration.

**Responsibilities**:

- Providing detailed instruction, in preparation for convocation ceremonies, to all internal and external service providers and vendors to ensure contracts are accurately prepared and executed
- Assisting with logistics planning for ceremonies, receptions, and Welcome Centre events such as: venue set up, wayfinding, working with event staff, including volunteers, vendors, internal facility management and audio-visual staff to ensure events run effectively while adhering to best practices
- Ensuring all guests, students, and internal clients are hosted with care throughout the ceremonies, delivering a positive experience and impression
- Coordinating last minute changes to the event flow, speakers, award winners, venue, catering and communicating these changes directly to those impacted, and troubleshooting unforeseen issues
- Planning and executing event-related tasks, ordering and printing materials, creating signage, ordering volunteer t-shirts, printing and framing of awards, ordering President’s Honour List pens, arranging graduate and guest’s accommodations, printing scripts, ordering and distributing gowns and academic regalia for graduates, faculty and senior administration, coordinating the late-graduate process, flowers, laptops, banners, slide show, readers, signage, receptions, photography, approval of stage set up, and event flow
- Building and maintaining relationships with all schools, departments and services involved with participation/planning of convocation
- Creating event-specific floor plans for various function spaces
- Participating in the Registration and Orientation, and Volunteer subcommittee groups, the Convocation Committee for event planning purposes, employee event planning committees, and all Marketing and Recruitment events
- Assisting with compiling convocation information and coordinating web content updates
- Compiling and editing program copies from multiple college stakeholders to ensure the accuracy of ceremonial program information; writing, editing, and proofreading ceremony scripts
- Recruiting, training and scheduling volunteers and casual part-time staff to assist with registration and orientation events
- Coordinating all aspects of the logistics of start-up activities, including space, AV/IT equipment, catering and event supplies
- Ensuring that all Campus/Welcome Center Coordinators, The Office of the Registrar and International Education are well informed of the schedule of events and up-to-date information
- Ensuring that all Welcome Centre events are listed on the college’s event calendar and electronic sign boards
- Editing and proofreading Welcome Centre advertising material

Qualifications:

- Two-year Diploma in Business Administration, Marketing, Public Relations, or related field
- Minimum five years of related event planning experience
- Prior experience facilitating information sessions required
- Formal education or equivalent experience in Event Management would be an asset
- Knowledge of post-secondary systems, processes and programs would be an asset
- Experience using event planning software would be an asset
- Proven Microsoft Office skills
- Self-starter with strong organizational skills and high attention to detail
- Exceptional verbal and written communication skills
- Excellent interpersonal skills with the ability to communicate professionally, and diplomatically
- Demonstrated, above average writing, proofreading, and editing skills
- Demonstrated initiative and problem-solving ability
- Adaptable, flexible, calm, and focused team player with the ability to multi-task and move projects along and meet deadlines
- Flexibility to work evenings and weekends

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