Administrator & Events Coordinator

**Date Posted**:12/18/2024
**Req ID**: 41153
**Faculty/Division**: School of Graduate Studies
**Department**: School of Graduate Studies
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00055840

**Description**:
**About us**:
The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operate through a system of collegial governance, consultation, and decanal leadership.

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction; and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.

The Centre for Graduate Professional Development is a central hub for graduate student professional development at the University of Toronto. Our goal is to provide graduate students with an opportunity for autonomous exploration of academic skills and professional aspirations. We facilitate programs and events for graduate students, support their professional development journey, and coordinate information about the full range of professional development activities at the University of Toronto.

**Your opportunity**:
Under the direction of the Associate Director and the Director of the Centre for Graduate Professional Development, you will be responsible for a range of administrative functions and the organization of all aspects of a wide variety of events.

The successful applicant will be a highly motivated, proactive, and organized individual who thrives in a fast-paced environment with competing demands. You will need to use excellent interpersonal skills to foster positive relationships with the graduate students, staff, and faculty who interact with the Centre for Graduate Professional Development.

In addition to supporting the Associate Director and Director, you will have a significant role in the day-to-day administration and operation of the Centre for Graduate Professional Development. Duties will include coordinating events and meetings, prioritizing and managing administrative tasks, supporting the development and maintenance of important documents, maintaining records, disseminating information, assisting with communications, editing website content, and providing general administrative support as needed. This is an exciting opportunity to be part of a dynamic environment, where you can meaningfully contribute to the growth and success of a key resource for University of Toronto graduate students.

**Your responsibilities will include**:

- Coordinating a schedule of meetings, workshops, and other events
- Managing all aspects of planning and executing a wide variety of meetings and events
- Coordinating meeting schedules, agendas, materials, action, and follow-up items
- Liaising with internal and external vendors and service providers
- Booking event spaces and meeting rooms within the University and externally
- Creating and managing event registration forms
- Conducting post-event evaluation, analysis and recommendations for changes
- Acting as the first point of contact for general enquiries about a wide range of programs
- Resolving minor complaints and issues, and escalating problems as appropriate
- Maintaining a website and communications channels
- Managing data and maintaining records, including financial, registration, evaluation, and other event records
- Analyzing administrative processes and procedures and recommending changes for improvement
- Directing the activities of casual staff and volunteers
- Acting as the first point of contact for property and facilities issues

**Qualifications**:
**Essential Qualifications**:

- Bachelor's Degree or an acceptable combination of equivalent experience
- Minimum three (3) years of relevant work experience including responsibilities for both administrative and event-related tasks, preferably within a University setting
- Excellent interpersonal skills
- Excellent oral and written communication skills
- Excellent organizational and problem-solving skills
- Excellent time management, prioritization, multi-tasking skills, and attention to detail
- Ability to work effectively with a wide range of academic and administrative staff and students
- Ability to work well as a team member in a fast-paced, professional environment
- Experience in organizing the logistics of meetings and special events
- Previous experience creating and