Events Coordinators

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Events Coordinators**:
**PRIMARY PURPOSE**: The Events Coordinator position plays an integral role in the success of TLSE’s signature events. The Events Coordinator will provide specialized expertise for TLSE units related to the planning, coordination, execution, budget management, and evaluation of events. They will also provide creative expertise and leading-edge advice to enhance the impact and profile of TLSE events.

The Events Coordinator ensures that TLSE events are planned and executed in alignment with university and portfolio priorities and positively contribute to the student experience and to the reputation of the University.

**NATURE OF WORK**: The Events Coordinator reports to the Acting Senior Director of Strategic Operations and Continuing Education, TLSE.

The Events Coordinator is responsible for ensuring the success of the following events: Fall and Spring Convocation Ceremonies (including Presidential and Chancellor installations at Convocation); Indigenous Graduation Celebration; Open House, Fall and Winter Welcomes, and Indigenous Achievement Week. The Events Coordinator may also be required to assist with other events hosted or supported by TLSE units as needed.

The Coordinator is responsible for all aspects of events planning and all logístical details related to the successful delivery of events.

The Events Coordinator works closely with TSLE leaders to ensure that all TLSE events are successful, impactful, and raise awareness, understanding, and affinity for the university. The Coordinator must build and maintain strong relationships with TLSE staff and units, key stakeholders across the university, vendors, and external partners as appropriate. The environment is dynamic and fast-paced with numerous and competing deadlines. There is significant risk to the university’s reputation if events are not planned and executed to a high standard. A high degree of appreciation of and sensitivity to diverse cultures is required. The Events Coordinator must be willing to work occasional evenings and weekends and may be asked to travel if required.

**ACCOUNTABILITIES**:

- ** **Plans, coordinates, and executes institutional events within the TLSE portfolio that support the portfolio’s and the university’s strategic goals.
- Works under the direction of unit leaders who are responsible for events.
- Creates a vision for TLSE events that aligns with strategic priorities of the university and achieves key outcomes.
- Manages assigned event budgets and ensures that financial transactions and information is accurately recorded and maintained.
- Oversees coordination of all event logistics including registration, communications, requests for proposals, space and venue bookings, food, entertainment, supplies, etc.
- Creates clear event plans aligned with institutional goals and event runs for smooth and efficient delivery
- Interacts with a diverse set of stakeholders across campus and externally.
- Supports and creates effective planning committees involving key stakeholders.
- Oversees the ordering of signage, A/V and other equipment, streaming video, etc.
- Works with communicators to ensure that information and invitations are shared timely and accurately.
- Oversees the hiring, training, supervision and payment of casual and contract staff for events as required.
- Supervises the on-site production of events.
- Develops and documents event planning procedures, protocols, and processes that support leading practices for campus events.
- Provides expertise and guidance to assist TLSE leaders and staff in planning their events.
- Identifies opportunities for collaborative event planning across the TLSE portfolio and across campus.
- Identifies opportunities for greater efficiencies, reduction of risk, and event changes that would better meet the needs of the participants.
- Maintains measurements and benchmarks for events, assesses results, surveys participants, and makes recommendations for improvements. Ensures data and feedback collected for TLSE events is appropriately documented and distributed in a timely manner.
- Oversees a supportive, respectable approach in the planning and execution of all TLSE events to support and celebrate equity, diversity and inclusion.

**QUALIFICATIONS**
**EDUCATION**: A relevant undergraduate degree is highly preferred. A combination of education and significant relevant work experience may be considered.

**EXPERIENCE**: A minimum of three to five years of experience planning, coordinating, managing special events. A knowledge of First Nations and Metis cultures of Saskatchewan is required. Experience working in a post-secondary environment or other large organization would be an asset.

**SKILLS**: Ability to manage multiple projects and work assignments with competing deadlines; ability to anticipate project needs, discern work priorities, and pay keen attention to detail; demonstrated excellence in all aspects of event planning, coordination,

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