Special Events Coordinator

**Date Posted**:09/25/2024
**Req ID**: 39856
**Faculty/Division**: UofT Mississauga
**Department**: UTM: Hospitality and Ancillary Services
**Campus**: University of Toronto Mississauga (UTM)
**Position Number**: 00031375

**Description**:
**About us**:
The university’s second largest division, U of T Mississauga has 17 academic departments and offers 156 programs in 92 areas of study. Home to approximately 15,000 students and over 1,000 faculty and staff, the campus houses the Mississauga Academy of Medicine, Centre for Medicinal Chemistry and Institute for Management and Innovation. With its distinctive interdisciplinary programs such as forensic sciences and biomedical communications, U of T Mississauga offers a broad array of continuing education programs and professional masters programs. Established in 1967, the campus features award-winning architecture, robust community partnerships and a dynamic student environment set amongst 225 acres along the Credit River in Mississauga.

**Your opportunity**:
The Hospitality & Ancillary Services Department is committed to providing value to the University of Toronto Mississauga community through the provision of dining, event planning, retail and postal services. We strive for excellence in the delivery of these services. Our goal is to contribute to the success of each University of Toronto Mississauga community member.

Under the general supervision of the Manager, Conference and Special Events, the Special Events Coordinator develops and executes all aspects of events and conferences from initial planning, contracts, floor plans, set ups, bedroom, meeting room, classroom bookings, food services, and closing. The Coordinator plans event details for a variety of key internal and external events and is responsible for preparing service contracts and invoices, and handling post-event follow-up.

**Your responsibilities will include**:

- Determining logístical details and activities for events and/or programming
- Analyzing client needs and making recommendations on event logistics and options
- Coordinating the schedule for program and event calendars
- Liaising with clients and vendors to resolve minor complaints and address issues
- Conducting post-event evaluation, analysis and recommendations for changes
- Analyzing client requirements and recommending location for on-campus filming
- Determining logístical details required to provide support for film crews
- Analyzing processes and recommending changes for more efficient coordination of operations

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum three years related experience in event planning and execution, including hands on planning, organizing, executing and follow up.
- Experience providing expertise and recommendations to departments/clients, as well as experience working with internal and external service providers.
- Demonstrated experience planning and executing events for other departments, or comparable clients
- Must have strong computer skills; experience in Word, Excel, PowerPoint and other related software.
- Experience in using event related software and programs.
- Excellent communication and interpersonal skills.
- Demonstrated superior customer service skills.
- Ability to multi-task; strong organizational skills
- Must have food knowledge and experience creating menus for events
- Knowledge, experience and ability to market and promote events and conferences.

**To be successful in this role you will be**:

- Cooperative
- Meticulous
- Possess a positive attitude
- Problem solver
- Responsible
- Team player

**Closing Date**: 10/03/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Hospitality

**This TERM position works from Tuesday to Saturday**

**Lived Experience Statement