Events Planning Coordinator

2 months ago

Toronto, Canada UTemp Internal Staffing Services - University of Toronto Full time

**UTemp is hiring**

UTemp is the University of Toronto’s short-term staffing service. We pride ourselves on the high number of UTemp employees who are able to make the transition from short-term casual employment to appointed positions within the University of Toronto.

**Job title: Events Planning Coordinator**

**Faculty: Faculty of Applied Science & Engineering**

**Hourly pay rate: $32.21**

**Work term: As soon as possible to June 12, 2023**

**Schedule: Monday to Friday, 8:45am to 5:00pm, occasionally weekends.**

**Type: Hybrid role, location St. George Campus.**

**Responsibilities**:
**Contributes to the execution of events by**:

- Analyzing client needs and making recommendations on event logistics and options
- Determining logístical details and activities for events and/or programming
- Coordinating the schedule for program and event calendars
- Acting as the first point of contact for general enquiries
- Creating space layouts for events
- Verifying details and necessary changes to event schedule
- Liaising with internal and external service providers
- Preparing itineraries
- Processing registrations
- Confirming room bookings
- Determining priority of booking requests for various spaces on campus
- Liaising with contacts to resolve room booking conflicts
- Booking speakers for program events
- Collecting information on dietary requirements for menu development
- Arranging catering - Scheduling audio-visual equipment bookings
- Providing routine information to event organizers
- Liaising with clients and vendors to resolve minor complaints and address issues
- Coordinating scheduled activities for functions
- Verifying that event management guidelines are maintained
- Resolving issues that may occur during events and escalating problems as required - Collecting feedback on programs or events
- Conducting post-event evaluation, analysis and recommendations for changes
- Generating reports

**Supports communication and outreach activities by**:

- Disseminating event-related information
- Maintaining up-to-date client contact information
- Maintaining information on digital platforms
- Disseminating customer surveys
- Analyzing survey results

**Provides administrative support by**:

- Updating and maintaining records
- Collating and organizing data for various reports
- Performing routine data entry
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Writing routine documents and correspondence
- Providing routine information on programs and events
- Scheduling travel plans and requesting appropriate accommodations

**- Prevents injury and harm to others by**:

- Providing proactive care to prevent physical or emotional injury or harm

**Accomplishes financial responsibilities by**:

- Collaborating on cost estimates
- Ordering supplies with approval
- Verifying the accuracy of fees charged
- Making minor purchases

**- Provides guidance and/or direction by**:

- Providing orientation to others on work procedures and practices
- Serving as a resource to others by providing (non-supervisory) job-related guidance
- Directing the work of volunteers in defined activities

**Requirements**:

- Minimum three years of relevant experience
- Bachellors degree
- Intermediate in MS Office

**Type**:Hybrid (remote and in-person).

**Job Type**: Fixed term contract
Contract length: 3 months

**Salary**: $32.21 per hour

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Toronto, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you require to provide two weeks notice to your current employer?
- Do you have at least intermediate level experience in MS Word, Excel, and Outlook?

**Experience**:

- planning, organizing and executing events: 2 years (preferred)

Work Location: Hybrid remote in Toronto, ON

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