Project and Event Planning Administrator

6 months ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
The Project and Event Planning Administrator is responsible for the coordination of all office space and facilities requirements; coordination and planning of office moves; planning set up of seasonal call centre and student registration assistance drop in centre. The Project and Event Planning Administrator is responsible for the compilation, submission and auditing of monthly leave reports within the Registrar's office. The incumbent is responsible for large scale event planning and implementation; meeting support, including scheduling, planning agendas, taking minutes, facilitation of process reviews and post mortems. The incumbent is responsible for overseeing the administration of the ACD telephone system; liaising with CCS telecom and CCS Helpdesk for installations and moves; and conducting monthly audits to ensure billing accuracy. The incumbent coordinates the general operations of the office such as equipment maintenance, purchasing, inventory control and ordering of supplies. The incumbent is responsible for maintenance of all office process documentation for the implementation, data collection and results of various surveys; and the coordination of the annual purge of the student filing system. The Project and Event Planning Administrator provides telephone support to students as required. Additionally, the Project and Event Planning Administrator is responsible for administration of special projects as directed by the Manager of Operations.

**Qualifications**:
The incumbent must possess the following qualifications:

- Strong interpersonal skills, ability to perform as an effective team member, ability to provide support to colleagues. Must have tact, diplomacy, empathy and discretion.
- Exceptional communication and public relations skills with the ability to communicate effectively both orally, written, and in person.
- Incumbent must be able to problem solve and know when and where to refer students and potential students for additional information and assistance.
- Strong analytical, problem-solving and interpretive skills. Ability to analyze data and make recommendations.
- Must build and maintain strong positive relationships with other departments, with service units and with external vendors.
- Must be extremely flexible and adaptable to unpredictable situations, and have the ability to respond accordingly.
- Ability to work independently exercising sound judgment.
- Resourceful with the ability to take initiative.
- Excellent organizational skills and ability to multi-task, coordinate and execute activities efficiently and effectively.
- The incumbent must understand survey and analysis methodologies in order to analyze and synthesize performance data.
- The incumbent will be required to present staff and client survey results as well as to lead post mortem processes, requiring communication, presentation and facilitation skills.
- The incumbent is required to work independently to maintain procedural and policy documentation.
- Project management skills and experience with facilities management are required in order to plan for seasonal call centre, for seasonal student registration assistance set up and tear down.
- Project management skills, exceptional public relations skills, large scale public event planning experience, and supervisory skills are required in order to plan and assist with running convocation.
- The incumbent must be available to work overtime as required.

**Education and Experience**:
The above is normally acquired through the completion of:

- 3 years post secondary education, University degree preferred.
- Five years of relevant experience, preferably in a university environment.
- Experience with office administration, office moves, and facilities support
- Experience planning and working at large scale public events and internal events
- Project management experience

**HR Note**:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

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