Administrator

2 months ago

Etobicoke, Canada Humber Full time

**Administrator, Convocation and Institutional Events, UofGH - FT Admin**
- (30935)

**Achieve Better Together at Guelph-Humber**

At the University of Guelph-Humber we offer career paths that open a world of infinite possibilities for you to explore. People are at the heart of the Guelph-Humber experience. Every day we work together to deliver excellence, and in doing so, we redefine what it means to be a leader in providing an education combining theory and practice. Join us

We’re currently recruiting for a Administrator, Institutional Events and Convocation. If you are interested in working in higher education and are looking to contribute to Guelph-Humber’s unique academic offering, here is your opportunity to join our team.

**Job Details**

**Position Title**: Administrator, Institutional Events and Convocation

**Status**: Full-time

**Hours per week**:37.5

**Faculty/Department**: Guelph-Humber Student Services

**Campus/Location**: The University of Guelph-Humber (207 Humber College Blvd, Toronto) located within the traditional and treaty lands of the Mississaugas of the Credit.

**Salary Range**: FT Admin Band 4 (Start $83,292 - Max $100,440)

**The Role**:
The Administrator, Institutional Events and Convocation oversees the planning of key university events intended to foster community, including appreciation events, town halls, special event days and annual convocation ceremonies. This position is guided by the vision, mission and goals of the university. This position interacts broadly with individuals from both within and external to the university, including the Senior Administration team, dignitaries, external and internal vendors and colleagues from across campus.

In this role, the incumbent is expected to support the “brand” of the University and as such their responsibilities have significant impact as they reflect on both the University and the Office of the Vice-Provost.

**Institutional Events**
- Organize and implement campus community events (guest speakers, special event days, employee appreciation events, town halls etc.) including securing venues, arranging for space contracts, creating and revising room layouts for each event, arranging catering, ordering audio visual equipment, ensuring appropriate decor, and generally serving as the lead liaison with university clients and vendors on event-related matters.
- Determine representation for planning committees and coordinate participation with departmental managers, program heads, department heads and senior leadership as required
- Lead plan for event requirements and facilitate meetings and communication with stakeholders
- Anticipate event logistics and timelines, develop event work back schedules and critical paths
- Develop a plan to recruit volunteers and staff to assist with events
- Produce appropriate invitations and signage
- Arrange for event set-up and take-down
- Develop communications and promotional plans for the event in conjunction with the Communications and Public Relations department
- Prepare all materials and logístical requirements for the events - name tags, signage, giveaways, audio visual equipment, catering, etc.
- Prepare proposed budget for each event for approval by internal stakeholders
- Ensure that all facility and event requirements adhere to university policies and relevant legislation, following risk management protocols in event planning to protect the health and safety of all participants
- Present to Project teams/task forces pre and post event
- Collect and submit invoices for payment

**Convocation Planning**
- Plan and project manage the delivery of graduation ceremonies once per year:

- Contribute to the development of operational workplans for convocation and events, planning activities to meet departmental and university strategic goals
- Manage the overall critical path, meeting agendas and weekly action items to ensure timelines and benchmarks are achieved
- Manage graduate, guest and staff attendance; set up and manage associated registration systems and troubleshooting as needed
- Oversee venue, suppliers and logistics and coordinate event day attendance and requirements
- Recruit, train and manage convocation event day staff (approximately 100 people)
- Conduct risk assessment, and review accessibility requirements to develop a plan for accommodations where required
- Secure participation from and brief principal ceremony participants (Presidents, Vice-Provost, Deans, and other executive staff)
- With the Office of the Vice-Provost and convocation leads at the University of Guelph, manage nomination process for Honorary Degree Recipients; coordinate approved Honorary Degree recipient’s participation in the convocation ceremonies
- Oversee event day execution including set up, timing, schedule adjustments and problem solving

**Event Communications**
- Ensure correct information is circulated to staff, students, parents and external audiences in a timely manner in the

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