University of Waterloo

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Events Coordinator, Co-op Services

Events Coordinator, Co-op Services

Requisition ID 
2018-2611
Job Category  
Career Services
Department 
5180 - Coop Educ & Career Action
Job Status 
Regular Full-Time
Hiring Range 
$44,335 - $55,419

More information about this job

Overview

Within the Co-op Services team of Co-operative Education; responsible for providing primary support to the Employer Information Sessions (EIS) portfolio. The Events Coordinator is the first point of contact for employer correspondence about EIS, and provides direction to a co-op student and a team of casual staff every term. The Events Coordinator manages daily logistics, troubleshooting, material and resource  allocation, staff coordination, and EIS administration including coordinating with the CEE financial assistant and campus partners with respect to oversight of EIS invoicing and financial reconciliation. This role has high impact on Co-op employer relations and retention strategies

Responsibilities

Manage employer correspondence throughout the life cycle of an EIS, while providing the highest level of customer service (i.e., at registration, pre-, during, and post- EIS)

  • Correspond with employers with a timely and helpful approach, always seeking to find solutions and exceed employer expectations, providing a ‘red carpet’ experience
  • In all activity, provide fair and balanced attention and service to all employers
  • Involve the Assistant Service Manager, Account Manager (or equivalent Account Coordinator, or Business Developer) when needed
  • Escalate unresolved issues to the Assistant Service Manager

Coordinate the day-to-day logistics, troubleshooting, material and resource allocation, administration and operations for EIS

  • Execute best practices when responding to crisis management activities related to EIS
  • Evaluate the success of each EIS and provide any necessary follow-up with employers, and CEE stakeholders
  • Work closely with CEE Financial Assistant to oversee the EIS invoicing procedure
  • When necessary, refer employers to discuss their recruitment objectives to the Account Manager or Assistant Service Manager
  • Actively engage in recommending improvements for the EIS portfolio
  • As needed, attend EIS as an event facilitator, and occasionally be on call for evening EIS (until 11:00 p.m.) to support the team of casual, primary event facilitators who attend EIS

Provide direction to a co-op student, and assist them with managing relationships with campus partners when booking venue space, audio-visual equipment, catering, and promotional materials

  • Provide information and context needed for the co-op student to be effective
  • In partnership with the Assistant Service Manager, hold the co-op student accountable for performance including consistent application of CEE’s business processes and practices
  • With the Assistant Service Manager, manage performance of the co-op student through both formal (performance appraisal) and informal methods such as regular feedback, coaching, and one-to-ones

Support the Service Manager and Assistant Service Manager in the recruitment, scheduling, and training of casual, event facilitators

  • With the Assistant Service Manager and Service Manager, hire the best people available
  • Ensure all EIS are well-staffed
  • Ensure event staff have the materials, training, and technology required to effectively support EIS

Provide back-up support to the Assistant Service Manager; the Operations Service team; and the overall Operations team as required

  • Assist with managing workload across the Operations team by taking on temporary, additional work for a limited time
  • Assist with project work that supports EIS, the Operations team, or other units within Co-op

Qualifications

  • College Diploma in a related field or equivalent education and/or experience (University undergraduate degree preferred)
  • 1-2 years of experience in an events, operations, marketing, customer service, or administrative support role, or equivalent experience
  • Service-oriented, can-do attitude, and willingness to learn
  • Excellent time management, organizational, and administrative capabilities
  • Exceptionally high tolerance for multi-tasking, tight deadlines, balancing multiple projects, and is flexible to changing demands and tolerant of multiple priorities and ambiguity. With an
  • Approachable manner, strong team work ethic and strong collaborator.
  • Outstanding detail-orientation is imperative for success in this role
  • Exceptional organizational skills
  • Effective communication and time management skills
  • Works well independently, as well as on a team
  • Occasional evening work may be required to support evening EIS