University Relations Events Coordinator ( 2-5 June) - (00537.4)

The Events Coordinator oversees TRU Institutional Sponsorship and all University Relations events including Convocation. Using knowledge of the Universitys mission history programs goals philosophy and funding needs the role coordinates a strategic targeted approach to Sponsorship and University Relations events that are used to establish and maintain support and to ensure that institutional donor cultivation stewardship and financial objectives are achieved.

MAJOR DUTIES & RESPONSIBILITIES

1. Coordinate high level University Relations events working with the Office of the President VicePresident University Relations Office of the Provost and stakeholders including Kamloops dignitaries major gift donors and supervising volunteers.
2. Plan and organize Convocation and other University Relations events on and off campus including awards ceremony and department events.
3. Required to attend Convocation and University Relations events at TRU and Williams Lake campus.
4. Identifies trains coordinates and monitors volunteers for all events programs and committees; participates in development of annual plans in conjunction with volunteer committees and contractors.
5. Coordinates the involvement of internal service providers including but not limited to Marketing and Communications Media Services Facilities campus food services and conference services to deliver requirements for events.
6. Manage all vendor and service provider relationships invoicing and correspondence.
7. Coordination and supervision of contracted event and management service companies to ensure all external events profile the University in a professional and positive manner to the public and in the media.
8. Monitor and assist all Faculties Schools and Departments on campus in organizing events to ensure events are executed with high quality consistency and to ensure protocols are met.
9. Establish and manage guest lists workflow and budget for all events.
10. Provides onsite inspections on and off the TRU campus monitors services for events including room setup menu equipment needs and overall venue appearance; liaises with Ancillary Services outside contractors and Kamloops dignitaries.
11. Coordinates the establishment and maintenance of standards formats policies and processes for developing invitation and guest lists issuing invitations accepting and recording replies/registrations creating event itinerary and content preparation of remarks preevent briefings and debriefings.
12. Coordinates with internal and external partners the designing of marketing programs advertising and promotional materials for approval by the Manager of Events and Ceremonies and prepares marketing materials and invitations to various events.
13. In collaboration with Media Relations and Communications identifies and implements effective communication and media relation strategies and tactics with respect to events.
14. Works with the Office of the President Government Offices and internal departments (event specific) to compile invitation lists for each event based upon the identified objectives of the event.
15. Maintains resource materials including the Advancement database mailing lists and events information including attendees at each event for the purpose of tracking and identification of supporters.
16. Collects and analyzes information for writing and compiling formal documents and presentations for the executive level of the university.
17. Compiles surveys and statistical data and prepares reports.
18. Prepares agendas and minutes for the various committees.
19. Coordinates Social Media strategy for all events

REPORTS TO
Manager Events and Ceremonies

EDUCATION:

• Bachelors Degree in relevant area.

EXPERIENCE:

• Five years related experience in event management supervising volunteers working with board members Government officials community organizations and donors; including:
  • One (1) year of event management experience
  • One (1) year experience in editing writing communication promotional materials timelines minutes and agendas

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to deal courteously and tactfully with staff students VIPs Government officials donors and members of the general public
• Ability to communicate effectively both verbally and in writing
• Excellent time management and organizational skills with the ability to be results oriented and to juggle conflicting priorities while working within tight timeframes and demanding workloads
• Demonstrated planning writing and presentation skills suitable for the senior level of the university
• Electronic publishing print production (web and offset) Advanced Microsoft Suite knowledge survey software and reporting
• Updating information for the web and using many social media tools
• Demonstrated ability to plan organize and prioritize work while managing multiple diverse and competing priorities to meet deadlines
• Advanced knowledge of the hospitality industry
• Ability to maintain a high degree of attention to detail
• Knowledge of the Universitys mission history programs goals philosophy and funding needs
• High level of tact discretion and ability to handle and maintain confidential information with the ability to respond appropriately and use judgement when to refer to the Director Annual Giving and Donor Services and AVP of Advancement

WORKING CONDITIONS

• Sitting at a desk for long periods of time
• General office conditions
• Travel required within Canada
• Ability to lift and load up to 25 kgs
• Ability to stand for long intervals
• Work outside in all types of weather
• Adaptable schedule during event periods