University of Waterloo

Events Specialist

Requisition ID 2022-8073
Department
Dean of Mathematics Office
Employment Type
Temporary
Time Type
Full-Time
Hiring Range
$53,583 - $66,979
Job Category
Event Management
Job Location : Location
CA-ON-Waterloo

Overview

Term: 1 Year

 

The Events Specialist supports all facets of the Faculty of Mathematics events. This includes planning and coordination, marketing and communications, logistics, and administration. Events include but are not limited to faculty/staff/student awards’ events, building openings, donor recognition functions, alumni events, student recruitment events, etc.

Responsibilities

Event Marketing and Communications, including but not limited to:

  • Supporting the development of the annual strategic plan for a roster of events that support the strategic objectives of the Faculty of Mathematics
  • Developing and implementing an integrated communications plan for the promotion of events using both print and electronic media; manages and monitors web-based communication (promotion, registration, post-event feedback, etc.)
  • Providing effective communication within the Faculty to promote coming events and initiatives
  • Working with Communications team to develop and implement marketing and promotional materials
  • Identifying and overseeing online registration system for all events

Event Programming

  • Executing a calendar of events that includes award banquets, receptions, staff appreciation events, guest lectures, donor appreciation events, building openings, gift announcements and other special events that support the strategic objectives of the Faculty
  • Planning and execution of virtual events using the tools such as MS Teams, Zoom, etc
  • Developing implementing, promoting, and evaluating current and new Faculty-wide events
  • Supporting development and Alumni Affairs in developing and executing donor recognition and alumni events
  • Assisting the graduate and undergraduate recruitment team leaders with event support, as required
  • Managing supplier relationships to ensure quality, budget and delivery objectives are met
  • Administering significant event budgets with the approval of the Director of Strategic Communications
  • Providing superior customer service to internal and external stakeholders

Other administrative functions, including but not limited to:

  • Assigning and monitoring workload of assigned co-op student(s), as required
  • Recruiting and managing volunteers to support the delivery of events
  • Serving as a resource to departments with regard to special events in the Faculty
  • Providing direction and advice to student groups within the Faculty regarding student-run events
  • Maintaining a database of vendors, suppliers, and clients
  • Creating event reports
  • Other duties as assigned by the Director, Strategic Communications, Faculty of Mathematics

Qualifications

  • University undergraduate degree preferred, or equivalent combination of education and experience.  Additional education or training in events management or public relations an asset
  • Minimum of 3 years of event management experience with demonstrated experience in managing and promoting large-scale and high-profile in-person and virtual events
  • Demonstrated track record of event management as part of the marketing, communications and/or public relations team
  • Disciplined approach to planning and project execution with exceptional attention to accuracy and detail
  • Independent judgment in areas of time management, task prioritization and decision-making
  • Proven ability to multi-task, manage a large volume, conflicting priorities, and deadlines
  • Exceptional verbal and written communications skills
  • Project management experience with a demonstrated ability to manage concurrent projects under tight deadlines
  • Experience with implementing events by following required budget guidelines
  • Proven success in managing multiple and complex projects involving many stakeholders
  • Experience with technology platforms, specifically MS Teams, Zoom and other 3rd party event software
  • Scheduling and coordination expertise with a focus on virtual event logistics and experience deeply rooted in best practices
  • Reporting expertise for pre- and post-events including registration, attendance, general product metrics and event surveys
  • Independent judgement in areas of time management, task prioritization and decision making
  • Goal oriented, self-motivated with demonstrated ability to take initiative to work independently and effectively as part of a team
  • Strong communication skills - oral and written
  • Attention to detail and accuracy is essential
  • Well-developed organizational, analytical, interpersonal, and customer service skills
  • Knowledge of Microsoft suite of products and UW’s web content management system required
  • This position requires frequent and planned evening and weekend work
  • Travel: occasional to support events

Vaccination Requirement Statement

Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.   

 

The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/   

 

 

Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.

 

The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

 

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

 

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

 

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

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