Coordinator, Events

2 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:01/02/2023
**Req ID**: 28622
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Advancement Medicine
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00041847

**Description**:
**About us**:
Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in groundbreaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

**Your opportunity**:
World-class talent, interdisciplinary excellence and meaningful collaboration are the hallmarks of the University of Toronto’s Temerty Faculty of Medicine. As the research and educational hub within Toronto's robust health sciences network, we are uniquely positioned for impact. We have been on the forefront of life-changing health research and innovation for more than a century and continue to solve the world’s most pressing medical challenges.

The Temerty Faculty of Medicine’s Advancement Office is critical to this success. As leading advancement professionals within the largest advancement team at the University of Toronto and having recently celebrated the single largest philanthropic gift in Canadian history, we are committed to excellence and impact. We take pride in working with alumni, volunteers and donors to advance health care, education and research. We value integrity, creativity, excellence, gratitude, accountability, learning and intentionality.

As Events & Alumni Relations Coordinator, you will play an essential role in the planning, execution, and evaluation of innovative alumni relations events that enhance alumni affinity to the Temerty Faculty of Medicine and its academic units. You will contribute to virtual and in-person events and initiatives that foster positive relationships with internal and external stakeholders. Your client-focused approach, attention to detail, and strong event coordination and communication skills, will help ensure our vision is implemented through a number of key department events.

**Your responsibilities will include**:

- Acting as the first point of contact to internal and external stakeholders and disseminating event-related information
- Determining logístical details and activities for events and/or programming, and coordinating event schedules
- Assessing client needs and making recommendations on event logistics and options; liaising with clients and vendors to resolve minor complaints and address issues
- Conducting post-event evaluation, feedback, analysis and recommendations for changes; generating reports and maintaining information on digital platforms
- Managing and maintaining databases, including mailing and contact lists
- Performing financial responsibilities by making minor purchases and collaborating on cost estimates

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum three years of related experience in a combination of coordinating events and providing front-line administrative support
- Demonstrated experience coordinating logistics for in-person and virtual events
- Demonstrated experience with enterprise video communication platforms (e.g. Zoom, MS Teams)
- Experience preparing event materials, including editing content for style and tone (e.g. surveys, invitations, itineraries, etc.)
- Demonstrated experience conducting post-event evaluations and analysis, and generating reports
- Experience managing databases and maintaining data in secure settings (e.g. mailing and contact lists)
- Demonstrated experience maintaining information on digital platforms in a professional setting
- Experience coordinating meeting schedules, agendas, materials, action and follow-up items
- Excellent computer skills; advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with online registration software (Eventbrite)
- Familiarity setting up audio/video equipment
- Familiarity with enterprise video communication platforms (e.g. Zoom, MS Teams)
- Ability to work effectively individually and within a team environment while coordinating tasks and events showing creativity, initiative and strong judgement
- Exceptional decision making, problem solving and time management skills as well as excellent attention to detail
- Strong organizational skills including the ability to balance competing priorities and work under pressure to specific deadlines
- Excellent interpersonal and communication skills, including verbal and written
- Professional demeanor with a strong customer service orientation
- Demonstrated tact and discretion with ability to maintain confidentiality

**Assets (Nonessential)**:

- Experience with alumni engagement events

**To be successful in this role you will be**:

- Communicator
- Multi-tasker
- Organized
- Problem solver
- Tactful
- Team player

**Closing Date**: 01/10/2

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