University of Waterloo

  • Community Relations and Events Coordinator

    Requisition ID
    2018-3641
    Job Category
    Marketing / Public Relations / Communications
    Department
    5691 - Community Relations & Events
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $45,561 - $56,951
  • Overview

    Term: 24 months

     

    Under the general direction of the Associate Director, Community Relations and Events, and working closely with the members of Community Relations and Events (CRE), the incumbent will provide a high level of administrative and event support. The Community Relations and Events Coordinator will play a key role in the coordination of events, maintain efficient office procedures and logistics; update website content; and contribute to collecting and organizing relevant reports, documentation and provide general administrative support to the office.


    The incumbent works collaboratively within University Relations and with other departments on campus including UW senior administration offices, faculties and departments across campus, and key external stakeholders and contractors to plan and execute University events and programs, creating a positive experience for visitors to campus.

    Responsibilities

    Administrative

    • Supports UW community relations and events activities
    • Provides exceptional customer service while coordinating, screening and handling all inquiries in person, by telephone or electronic communication
    • Manages effective relationships to ensure prompt, expectation-exceeding service and accurate information, balancing deadlines and responsibilities while graciously accommodating interruptions to deal with a wide range of questions as they arise
    • Alerts CRE staff to any issues within appropriate timeframes and displays judgement in alerting the Associate Director, Community Relations and Events or Senior Director, Community Relations and Events or other departmental staff as required are aware of emerging matters, urgent or sensitive items that may impact the University
    • Parking arrangements, catering, mailings and invitations, etc. This may include attending meetings and preparing accurate minutes
    • Ensures consistency, accuracy and excellence in quality and content of messaging in all materials
    • Prepares detailed schedules, identifying critical dates and deadlines
    • Acts as point of contact with internal stakeholders at all levels within UW, as well as with various external stakeholders to provide knowledgeable and timely communication
    • Supports systems and processes, updating, refining and streamlining as necessary

    Event and Convocation Support

    • Supports the execution of the University’s high-profile marquee events including the annual University of Waterloo Canada Day Celebration, Convocation, Waterloo Innovation Summit, public lectures, and President’s events
    • Provides event coordination and logistics support, which includes catering, room bookings, AV support, printing of briefing materials and travel logistics (transportation, accommodations, etc.). This may include managing registration onsite at events
    • Maintains key administrative support to internally focused events which include town hall meetings, receptions, staff recognition events, and when required, campus and community consultations tied to strategic planning
    • Sources and manages services with internal service departments and external vendors as required supporting event activities, which includes equipment and tools for successful event staging (e.g., signage, flags, etc.). Campus partners include, but not limited to, the Registrar’s office, Plant Operations, parking, UW Police, and external vendors
    • Provide exceptional convocation support which includes:
      • Assist with developing objectives, issuing and/or tracking event invitations and drafting event programs
      • Assist with maintaining and editing convocation procedures. These procedures ensure protocol is followed, applied to all written materials and is well documented
      • Support the production of convocation materials including the compilation and editing of the convocation program and invitations
      • Managing a complex database that houses all event and participant information. This database is the template for creating the program, invitations, communications, participation listings, etc.
      • Act as a point of contact for convocation requests and inquiries from internal and external
        contacts, which are time sensitive and require tact and diplomacy
      • Support VIP participation, which may include the convocation robing rooms, administrative support to awards winners and honorands and managing the inventory of academic regalia
    • Supports the Government Relations team by executing protocol for government visits, funding announcements, ceremonies and campus visits
    • Manages the organization and maintenance of the events supply rooms

    Financial Management

    • Supports the purchase of required products or services ensuring compliance with UW financial policies and procedures

    Communications

    • Ensures the University of Waterloo brand is appropriate in all communications and events, reflecting the reputation of the University
    • Builds collegiality among other event planners on campus by providing access to information, resources and consultation
    • Responds to inquiries from internal and external stakeholders, including complaints and issues management and escalating as required

    Website

    • Acts as the website coordinator under the direction of the Associate Director, Community Relations and Events
    • Ensures that new events, profiles and other content is up-to-date, uploading photographs and writing descriptions as required

    Qualifications

    • University degree in event management, public relations and communications, or equivalent education and/or work experience
    • At least 3 years in an administrative and event coordination/assistant role dealing with front-line services, event planning and production, partnership building and community engagement
    • Previous experience as an event coordinator who can envision and articulate the goals and objectives of the project, work with cross-functional teams who contribute to the project, and collaborate with multiple project participants to ensure a successful outcome
    • Experience and a proven aptitude for success in solving problems are required
    • Experience with the specialized requirements associated with updating web content and familiarity with a content management system as an asset. Experience with updating digital displays an asset
    • Experience with project management software an asset, such as Asana
    • Experience with event management software such as TicketFi, SurveyMonkey, and Submittable an asset
    • The individual must be strategic, analytical and insightful, able to assess and interpret the various factors affecting the successful planning and execution of events on campus and within the community and be experienced in assisting with event management approaches to address these
    • Must have a superior understanding of community relations best practices and event coordination
    • Ability to exercise proactive project coordination, communicate effectively to project participants who need to understand progress, and identify risks/mitigating strategies before problems occur
    • Must have superb planning and organizational skills, be able to work simultaneously on multiple initiatives with demanding deadlines and manage time/resources accordingly
    • Proven ability to manage high volumes of activity, multiple tasks and constant change while demonstrating the ability to maintain confidentiality, ensuring sensitivity to the needs and interests of a variety of stakeholders and support the functioning of diverse teams
    • Proven ability for ensuring delivery of quality events in a high-performance environment, with multiple projects, stakeholders and competing deadlines
    • Demonstrated strong interpersonal skills
    • Ability to liaise with senior leaders and VIP guests and stakeholders
    • Exceptional attention to detail is essential
    • Excellent written and verbal communication skills and experience in editing and proofreading under very tight deadlines is required
    • A high level of independence is required requiring excellent judgment in areas of time management, task prioritization and decision-making
    • Demonstrated ability to thrive in, and contribute to, an integrated and collaborative team environment and to apply a calm, positive team approach to working with colleagues
    • Collaborative team player who is comfortable providing and taking constructive input from multiple sources
    • Knowledge of communications planning, creative brief development, event marketing and advertising, media relations, and social media are an asset to this role
    • Significant events such as Convocation, Canada Day and the Waterloo Innovation Summit require work during evenings, weekends and holidays
    • Flexibility in working hours is required as the role often requires long hours or non-traditional hours in order to set-up and takedown an event

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