Events Administrative Coordinator, New Student

Overview:
**Term: 1 year**

The Events Administrative Coordinator, New Student Transition is accountable to the Project Manager, New Student Transition for the coordination and administration of comprehensive and intentional programs for a diverse group of new students to the University of Waterloo as well as prepare student and staff volunteers to be involved in campus
- wide student transition initiatives. All student transition programs are designed to provide incoming students with a balanced introduction to all aspects of university life including academic, social, personal, and residential, and to provide upper-year students with the knowledge and skills they require to be a resource to incoming students. The Events Administrative Coordinator will function primarily in the areas of student development, student transition, community building, volunteer/student staff development, project management and administrative capacities. The Events Administrative Coordinator demonstrates a commitment to equity, diversity, inclusion and anti-racism through their administrative and operational practices.

The Events Administrative Coordinator has three main areas of responsibility: 1) provide administrative and event support for campus-wide transition initiatives (i.e., Waterloo Ready, Grad Ready, and Orientation), 2) volunteer recruitment and management for new student transition initiatives with a focus on UWaterloo staff and Orientation Leaders; 3) maintain positive and productive working relationships with students, volunteers and campus partners.

**Responsibilities**:
Program Administration
- Support the administrative needs of New Student Transition programming including Waterloo Ready, Orientation, Parent and Supporter Orientation, and other transition initiatives
- Develop program plans and lead the execution of additional transition initiatives supported by the SSO, including but not excluded to, Grad Ready, and international student programming where applicable
- Support the coordination of event logistics with campus partners (including Food Services, Print + Retail Solutions, Plant Operations, Central Stores, etc.,) and external partners/vendors to ensure clear communication and positive event relationships
- Provide support to all Orientation and New Student Transition programs (in-person and/or online) and processes by working closely with the Project Manager, New Student Transition and other members of the New Student Transition team
- Support the Orientation and Student Success Office groups with detailed minute taking for regular scheduled meetings

Volunteer Management
- Develop and coordinate the recruitment, hiring, scheduling, onboarding, and training of volunteers for New Student Transition initiatives, including ~100 staff volunteers
- Work closely with partners in the Student Success Office, Waterloo Undergraduate Student Association and all six faculties on all Orientation Leader hiring, training and leader management initiatives, including ~1000 student volunteers
- Manage a volunteer database including organizing and maintaining volunteer records and information
- Manage the development of training content for Orientation Leader Training initiatives and other New Student Transition groups to ensure volunteers are equipped with the right tools and resources to meet deliverables
- Maintain an accurate Orientation leader database for all Waterloo Orientation members
- Plan and implement leader appreciation initiatives leading up to, and during, Orientation
- Ensure event volunteers have the materials, training, and technology required to effectively support the events

Relationship building
- Work collaboratively within the Student Success Office and with various campus partners to coordinate and deliver programs to incoming students. These campus partners include but are not limited to: Waterloo Undergraduate Student Association, Campus Housing, and all six faculties
- Participate in, and contribute to, regular team and department meetings
- Work in partnership with the New Student Transition team to engage campus stakeholders to ensure the needs of Waterloo’s new students are successfully met through programs and services
- Maintains positive relationships with vendors and partners across campus throughout the development and delivery of events

Program Assessment
- Knowledgeable and up to date on the needs of incoming new students including Black, Indigenous, racialized, 2SLGBTQ+ and other historically underrepresented students and their parents and families, including best practices at other institutions and current trends in student affairs
- Use feedback to update and enhance volunteer recruitment, tracking, and training, ensuing it is clear, engaging, and thorough
- Complete detailed program documentation and evaluations, and offer recommendations for future program development and delivery

Qualifications:

- University degree preferred (pursuing or acquired) or equivalent experi