Event and Collaboration Specialist

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This posting is for an existing vacancy.

The internal posting deadline for this position is April 2 2026 at 11:59PM.

Job Description:

Primary Purpose

The Event and Collaboration Specialist (ECS) is responsible forthe end-to-end planning and technical execution of events across physical virtual and hybrid platforms. The incumbent ensures seamless integration of multimedia elements manage online collaboration tools and provides real-time technical support to ensure a professional attendee experience. The ECS fulfills various operation roles based on the scope of production requirements with priority for academic and instructional purposes. As capacity allows the ECS will occasionally provide these services for internal University communication and promotional needs. Clients include faculty staff undergraduate and graduate students. The incumbent uses their technical expertise to track investigate and recommend technological solutions and best practices for activities.

Key Accountabilities

Requestor Collaboration & Needs Assessment

Serve as the primary technical point of contact for event requestors conducting initial intake meetings to define event goals audience size and interactive requirements.

Translate non-technical requests into comprehensive AV and digital specifications ensuring alignment between the requestors vision and available technology.

Advise requestors on best practices for hybrid engagement and platform selection based on their specific outcomes.

Strategic Pre-Planning

Develop and manage detailed event project timelines including milestones for content submission equipment procurement and platform configuration.

Coordinate site surveys or technical walk-throughs for both physical venues and virtual environments to identify potential connectivity or layout challenges.

Build and maintain a Run of Show (ROS) document that synchronizes all audio visual and collaboration cues for the entire production team.

Facilitate technical rehearsals and dry runs with speakers and moderators to test equipment internet stability and presentation flow.

Technical Setup & Operations

Configure and operate AV equipment (microphones cameras lighting) and manage live streaming or recording for all event types.

Manage virtual event platforms including registration systems automated confirmations and interactive tools

Collaboration Support

Provide real-time moderation and technical troubleshooting during live events to resolve any issues for either local or remote participants.

Conduct post-event debriefs with requestors to review engagement data attendee feedback and technical performance for future improvement.

Under theAccessibility for Ontarians with Disabilities Act(AODA) we are legally mandated to provide accessible communication supports such aslive closed-captioningandtranscription services for all employees students and public-facing sessions.

Inventory Management Preventative Maintenance & Technical Support

Maintain a centralized real-time inventory of all audiovisual and collaboration hardware (e.g. cameras microphones mixers encoders)

Implement a rigorous check-in/check-out protocol to track equipment location condition and the specific event or requestor assigned to the gear.

Develop and execute a preventative maintenance schedule (e.g. firmware updates lens cleaning cable testing) to minimize downtime during live events.

Diagnose and perform minor on-site repairs or coordinate with external vendors for specialized servicing and warranty claims.

Ensure all equipment kits are event-ready through rigorous post-event inspections and functional testing.

Analyze equipment usage data and failure rates to provide evidence-based recommendations for hardware upgrades and new technology investments.

Monitor consumable stock levels (e.g. batteries gaffer tape etc.) and initiate purchase requisitions to prevent shortages.

Required Qualifications

Education

Bachelors degree or diploma in video production or equivalent education and experience

Must hold a valid G drivers license

Experience

3-5 years industry experience

Knowledge of virtual production and meeting platforms

Demonstrated expertise in digital media development design and delivery with an emphasis on event production using industry-standard tools and techniques

Experience working independently to prioritize and organize workload

Significant expertise with digital audio/video production and post-production tools

Operating and maintaining media equipment

Proven digital camera and streaming appliances operating knowledge substantial expertise and skills to deliver high quality content

Recording and editing audio files using professional recording software

High level proficiency in video editing tools

Experience researching selecting and ordering applicable equipment

Experience producing or delivering webcasts is an asset

Knowledge/Skills/Abilities

Required software skills: Adobe Creative Suite (Premiere After Effects Audacity) at this time

Ability to recommend and implement multimedia solutions for educational services and requests

Creative abilities in visual storytelling and pulling together necessary team tools and media assets to complete a production

Experience creating professional multimedia and event productions

Strong written and verbal communication skills with superior attention to detail time management and project management

Proven ability to use good organizational skills to plan track and successfully complete multiple concurrent tasks and projects

Proven ability to interact effectively with clients and/or subject matter experts and demonstrated initiative to use communication methods throughout project phases

Excellent interpersonal skills and demonstrated ability to work cooperate and be a positive contributing member of the team

Open to creative feedback for effective collaboration and production creation

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.