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Marketing and Events Coordinator

Department: Athletics and Recreational Services Effective Date: March 2011


35 hr/wk

Reports to: Manager, Marketing

General Accountability

The Coordinator: Marketing and Events is accountable to the Manager, Marketing for the enhancement of student engagement and the development of community and alumni initiatives on campus within the Department of Athletics and Recreational Services through the development, coordination and delivery of special events and promotional management.

The Coordinator must have very strong interpersonal and management skills including leadership, communication (external/internal), negotiation, problem solving, financial management, and strategic planning.

Nature and Scope

Organizational Relationships

The Coordinator: Marketing and Events will interface regularly with other Department full-time staff including the Director of Athletics, Associate Director, Campus Recreation Manager, Facility Manager, Business Manager, Communication Coordinator, Wellness and Conditioning Coordinator, Campus Recreation Coordinators: Aquatics and First Aid, Clubs and Special Interest, Conditioning and wellness as well as all support staff and facility personnel. 

The Coordinator: Marketing and Events plays a key role in advancing the mission and strategic plan of the department through working closely with the senior management group in the department. The incumbent also works closely with administrative staff, casual staff, community, stakeholders, alumni and the senior leaders. .

The incumbent supervises Co-op students each academic term and is responsible for the hiring process and performance evaluation for these positions. The incumbent delegates and manages the co-op students’ work assignment and provides training as required.

Significant Internal Relationships

Significant External Relationships

The Marketing and Event Coordinator’s responsibilities are wide ranging and team oriented. The incumbent is responsible for marketing the image of the Department as a whole, for Interuniversity, Alumni and Campus Recreation by utilizing a variety of media including both print and electronic.

Reporting to this Coordinator include the Sports Marketing fall and winter term coop students, the Student Engagement work placement students, Team-Up fall and winter term Student Program coordinators, Photography Student Program coordinators,  the student promotions leadership group, and others who provide the events promotions activities related to this department.  The coordinator is responsible for the hiring, training, supervising, and performance evaluations for the above individuals.

The incumbent will develop and execute tactics to advance the Department’s mission and strategic plan. This will include focus on engaging key stakeholders including students, alumni, faculty, staff and community members. This will require extensive leadership in planning, logistics, financial management, cultivation, stewardship and evaluation.

This position is accountable for the management and coordination of  special events (Think Pink, Fantastic Alumni Day, Black and Gold, Homecoming, President’s Golf Tournament, President’s Academic Reception, President’s Run for Mental Health, Campus Recreation Leadership Recognition, Varsity Awards Banquet) and participate in campus events (Campus Day, Student life 101, You @ Waterloo Day, etc.). This position is also accountable for overseeing weekly Interuniversity and campus recreation promotions.

Providing events and services will celebrate the accolades of our students at Waterloo, will celebrate the values of leadership and will provide an integrated approach to these on campus activities within the framework of the Sixth Decade Plan.

The Marketing and Events Coordinator will work with the Marketing Manager to develop the annual Marketing Plan for Athletics, Campus Recreation and Alumni Relations for upcoming year as well as program evaluation. The incumbent will meet with all departmental coordinators and a selection of students and athletes to coordinate cross-departmental marketing initiatives to be used within the marketing plan. This position is responsible for developing an annual budget that is part of the overall marketing budget of the department. The coordinator will create a promotional calendar and plan.

Statistical Data

Annual Budget:  $70,000

Sponsorship: $50,000

Equipment Responsibilities: $60,000.00

Co-op Work Placement/year: 4

Part time Student Program Coordinators/year: 11

Event volunteers/year: 30-40

Campus Recreation Participants

Team-Up Community Outreach program (per year based on 2009-2010)

Department of Athletics targets:

Department of Athletics’ Alumni:

Specific Accountabilities

Working Conditions