Student Engagement and Events Coordinator

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Posting Information:
This posting is for an existing vacancy.

Internal posting deadline expires Thursday August 13th at 11:59 PM

Job Description:

Primary Purpose

The Events and Student Engagement Coordinator is responsible for providing comprehensive administrative events communications and operational support to the School. This includes overseeing a variety of administrative functions managing department communications (including web content) and organizing department events. The role supports the Director Administrative Officer Administrative Managers Program Manager faculty staff and students to ensure the efficient daily operation of the department.

Key Accountabilities

Administrative and Operational Support:

Coordinates beginning-of-term procedures including key permits mailboxes office hour schedules bulletin board updates and email list management.

Orders and maintains administrative and teaching supplies using a university-issued purchasing card ensuring expenditures remain within budget.

Maintains department equipment including sign-out procedures and functionality.

Arranges logistics for meetings and department events including room bookings AV requirements and catering.

Manages confidential records and School documents.

Events and Student Engagement:

Plans coordinates and executes school graduate and undergraduate academic and social events including orientations awards ceremonies and speaker series.

Collaborates with relevant stakeholders to develop event programs and coordinate logistics

Acts as point of contact with internal and external stakeholders to provide knowledgeable and timely communication that ensure the delivery of successful events.

Supports Development and Alumni Affairs in developing and executing donor recognition and alumni events.

Develops and implements 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.)

Establishes targets of success (including event registration/attendance) measures event outcomes and acts accordingly.

Assists Administrative Managers with event associated budgets ensuring compliance with UW financial policies and procedures.

Oversees and organizes technical support (audio and visuals) logistics and event deliverables including digital assets catering requirements and third-party procurements.

Coordinate logistics including promotion room bookings AV catering and post-event follow-up; manage event budgets and PCard reconciliation.

Communications and Web Content Management:

Serves as the primary Website Content Manager for the school; ensures website content is accurate accessible and aligned with university branding standards.

Regularly updates and audits the website; makes recommendations for enhancements based on user experience and accessibility best practices.

Assists in the development and distribution of School communications using various platforms.

Other Duties

Provides backup support to the Administrative Manager and other School staff as needed.

Participates in School initiatives and projects.

Other duties as assigned by the Administrative Manager Administrative Officer or Director.

Required Qualifications

Education

College Diploma in Office Administration or related discipline. An equivalent combination of education and/or experience will be considered.

Experience

Demonstrated administrative experience is required experience in an academic work environment is preferred.

Demonstrated experience planning and implementing events is an asset.

Knowledge/Skills/Abilities

Organizational analytical interpersonal customer service and strong communication skills (oral and written) required.

Aptitude for attention to detail and accuracy are required.

Proven capacity to handle high volume of requests and multi-task.

Intermediate skills in MS Word Excel PowerPoint and Outlook.

Familiarization with SharePoint WCMS.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 or ext. 45935.