Communications & Marketing Department-Events Co-ordinator - Limited Term

Communications & Marketing Department-Events Co-ordinator - Limited Term

Tracking Code: req1099

Faculty/Department:  Communications and Marketing Department

Number of Positions:  1

Appointment Type:  Limited Term

Hours of Work:  35 hours per week 

Salary Range:  Level 8 - Starting Salary, Step 1 $62,834

Posting Date:  April 24, 2024

Closing Date:  May 8, 2024

Job Summary:  The Events Co-ordinator provides a leadership role inplanning, coordinating, and executing special events for the university. TheEvents Co-ordinator is responsible for planning multiple events, with specialattention given to the individual requirements and unique needs of each event;liaising with onsite service departments and external vendors to secure supportand services; overseeing event co-ordination to ensure each event runssmoothly; and troubleshooting problems as they arise. The Event Co-ordinator isexpected to project a polished and professional image of the university andensure the university’s brand and key messages are portrayed to allstakeholders.

Nature of work: 
This position reports to the Director, Marketing & Creative Brand.

The working environment includes:

·Occasional travel to on-and off-campus locations.

·Regular office work with opportunities to work-from-home.

·Some evening and weekend work may be required to run virtual events as well as travel to locations in Durham Region, Northumberland County and elsewhere in the GTA.

Responsibilities/accountabilities: 

1. Co-ordination and planning for External Relations events:

·Provide leadership, coordination, and execution of corporate events such as, pan-university anniversary events, government announcements, corporate partnership announcements, cultivation events, Senior Leadership driven events (virtual town halls, webinars), and dignitary visits.

·Provide event support (both in-person and virtual) for events initiated by other departments such as Orientation, gift announcements, robotics competitions and faculty-driven events (some of which are open to the public).

·Discusses purpose, content and messaging of the event to create and present event plans.

·Delegates tasks to committees and co-ordinates multiple stakeholders.

·Ensure all event related activities meet or exceed Ontario Tech standards, such as booking facilities, arranging catering, coordinating the development, distribution and tracking of invitations and guests, arranging for tents, tables, linens, floral and AV requirements and that the event site is clean prior to set-up and after tear down.

·Coordinate external use of facilities as requested/required.

·Develop and maintain corporate mailing lists and integrate several mailing lists to customize for special events.

·Develop and adhere to the event budget, obtain quotes, and prepare and submit Purchase Orders as per the university’s procurement policy and procedures.

·Experienced in following government event protocols and conversant in the university’s mission, values, strategic plans, policies, and procedures.

·Ability to respond to sensitive matters or situations with discretion, tact, and confidentiality, particularly with high-profile donors, government representatives, corporate sponsors, and other event guests.

Event Execution:

·Sets up virtual event platforms and trains contributors as needed.

·Gathers and transports event materials to event locations.

·Completes and oversees event setup prior to guest arrival, venue set-up, branding, décor, audio visual, catering, registration, and reserved seating.

·Provides leadership to event host, service provider staff and speakers.

·Ensures service providers are providing service as arranged and directs/ clarifies/ troubleshoots problems as they arise.

Support Services for Internal Events:

·Works with event lead on event coordination.

·Provides advice and expertise on best practices, guidance on procedures, arranging for services and logistics on other behalf.

Inventory Management:

·Maintains inventory of event resources.

·Coordinates loaning out event materials to other event organizers.

·Monitors condition and quantity of materials/resources and replaces as needed.

·Purchases new event resources as required.

Work Study and Placement Students:

·Recruit, hire, train and assign project work to work study students.

·Provides leadership and manages minor issues directly with students.

·Co-ordinates and approves work hours.

Required Skills: 

·Superior ability to organize and oversee event planning, details and execution.

·Ability to execute or learn new skills in the virtual event planning environment.

·A highly organized and strong communicator that is able to work collaboratively as a teammate but also able to work independently and with minimal direction.

·Aptitude for working in a diverse environment; ability to interact with a wide variety of constituencies successfully.

·Strong political acumen with the ability to follow government protocol and promote positive stakeholder relations.

·Creative ability to solve problems, oversee challenges and provide recommendations for future events.

·Dependable, resourceful, and excellent interpersonal skills with the ability to lead and motivate individuals.

·Ability to work under pressure, juggle multiple events and priorities at a time, adhere to strict time schedules and coordinate efforts among several groups of people.

Required Education: 

* Verification of Academic credentials may be required

Required Experience: 

·Minimum of one year related work experience.

·Experience in a post-secondary environment would be an asset.

·Experience in planning cultivation and/or government events would be an asset.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until May 8, 2024 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website and which may be amended from time-to-time.

OntarioTech University is actively committed to equity, diversity, inclusion, indigenizationand decolonization (EDIID), and welcomes applications from all qualifiedcandidates, while especially encouraging applications from First Nations,Metis, Inuit peoples, Indigenous peoples of North America, racialized persons,persons with disabilities, and those who identify as women and/or2SLGBTQ+. All qualified candidates are encouraged to apply;however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work inCanada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s 

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location:  Oshawa, Ontario, Canada

Expected Start Date:  5/13/2024

Expected  End Date:  12/19/2025