Event and Special Project Officer

Posting Number

**Posting Number**
- SS0551- Position Information

**Division**
- VP, Students & Community Engagement**Department**
- Community & Public Affairs**Supervisor Title**
- Director, Public Affairs & Communication**Location**
- Comox Valley(CV)**Posting Type**
- Internal/External Posting**Position Status**
- Regular**If Others, please specify**

**Desired Start Date**
- 10/07/2024**Position End Date (if temporary)**

**Weekly work schedule (please indicate the start and end times for each day of work)**
- M-F 8:30 to 4:30**%**
- 100**Pay Grade**
- J (interim): $32.49 - $34.46**Position Summary**
- Under general supervision of the Associate Director, Community and Public Affairs, the Event and Special Project Officer is responsible for planning, organizing and executing high-profile events and projects. They will work closely with college leadership, various NIC departments and community agencies to ensure the successful execution of events that align with the college’s objectives and priorities. The Event and Special Project Officer will also be responsible for assisting with the creation, coordination, monitoring and delivery of special projects, ensuring they are executed efficiently and in alignment with NIC’s strategic objectives. In collaboration with event and project specific teams, they will help manage numerous aspects of event planning and project delivery, including budgeting, logistics, vendor coordination and ensuring a seamless experience for participants. While not the direct lead on student-focused and college-wide events, the Event and Special Project Officer may support and assist other departments in their delivery.- NIC is an inclusive college and accordingly the Event and Special Project Officer must demonstrate a strong commitment to teamwork, collaboration, equity, and inclusion. They must also be aware of the mission and vision of North Island College, incorporating and practicing these values in everything they do.**Position Competencies**
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills

**Duties & Responsibilities**

**Event Planning**
- Working within the guidance of NIC’s Strategic Plans, Advocacy and Employee Communications Strategies, to assist in the creation and delivery of events that demonstrate NIC values, community impact and student success.
- Develops and distributes comprehensive event plans, including timelines, budgets and guest lists, inclusive of event proposals, plans, policy, agendas, floor plans, etc. while ensuring compliance with government regulations and protocols.
- Coordinates with internal and external parties to organize meetings, gather resources, secure venues, and manage event logistics, such as transportation, accommodations and catering.
- Supports the selection of vendors, event assets and suppliers in compliance with procurement practices at NIC, including preparing contracts and invoices for external groups, while also tracking receipt of those invoices
- Works with external and internal vendors, including audiovisual companies, caterers, and security services, to ensure successful event execution.
- Consults with internal and external stakeholders in the development and implementation of approved college events. Also assists with coordinating the activities of volunteers, employees, and students including training and scheduling to achieve peak productivity and performance.
- Develops inclusive event templates and tools that support and track NIC event planning and delivery, including program data, budget considerations, contractual provisions, and committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management, and improvements for future events.
- Works collaboratively with Leadership and Leadership Support Team, including regularly communicating with team regarding events to ensure college priorities are supported.
- Identifies potential risks and barriers related to events.
- Works with NIC’s Marketing and Future Students team, as well as NIC designers and external vendors, to design and prepare various materials, including brochures, flyers, posters, signage, gifts or swag, banners, backdrops, etc. for events and activities following NIC brand guidelines and design standards.
- Manages, organizes and updates all event assets and collateral, such as hand-out material, information booklets and gifts.
- Acts as key contact for events and assists with on-site oversight, including meeting attendees and ensuring operations are running as planned, before, during and after the vent. Events may include some nights, weekend and overnight travel with accommodations.
- Coordinate electronic and hard copy event mailing and reminders, while also assisting with post-event correspondence such as thanking guests for attending and accurately recording event participant details.
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