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Events Coordinator

Date: November 1, 2015
Reports to (Job Title): Assistant Service Manager
Jobs Reporting (Job Titles): None
Department: Cooperative Education & Career Action

Location:

Waterloo Campus

Grade:

USG 6
35 hr/wk


Primary Purpose

Within the Operations Service team of Co-operative Education & Career Action (CECA), responsible for providing primary support to the Employer Information Sessions (EIS) portfolio. The Events Coordinator is the first point of contact for employer correspondence about EIS, and provides direction to a co-op student and a team of casual staff every term. The Events Coordinator manages daily logistics, troubleshooting, material and resource allocation, staff coordination, and EIS administration including coordinating with the CECA financial assistant and campus partners with respect to oversight of EIS invoicing and financial reconciliation. This role has high impact on CECA employer relations and retention strategies.

Key Accountabilities:

1.  Manage employer correspondence throughout the life cycle of an EIS, while providing the highest level of customer service (i.e., at registration, pre-, during, and post- EIS)

 

2.  Coordinate the day-to-day logistics, troubleshooting, material and resource allocation, administration and operations for EIS

 

3.  Provide direction to a co-op student, and assist them with managing relationships with campus partners when booking venue space, audio-visual equipment, catering, and promotional materials

 

 4.  Support the Service Manager and Assistant Service Manager in the recruitment, scheduling, and training of casual, event facilitators

 

 

5.  Provide back-up support to the Assistant Service Manager; the Operations Service team; and the overall Operations team as required

Position Requirements

Education:

University undergraduate degree preferred

Experience:

Technical:

MS Word Excel PowerPoint Other
Average Average Average Average: CECA’s Interview Day Services systems, CECA’s event management systems

Nature and Scope

Interpersonal Skills:

The Events Coordinator has a service-oriented, can-do attitude, and willingness to learn. They also have excellent time management, organizational, and administrative capabilities. The Events Coordinator has an exceptionally high tolerance for multi-tasking, tight deadlines, balancing multiple projects, and is flexible to changing demands and tolerant of multiple priorities and ambiguity. With an approachable manner and strong team work ethic, the Events Coordinator is a strong collaborator.

Level of Responsibility:

The Events Coordinator has defined, routine tasks, and receives specific guidance about the requirements for EIS. The Events Coordinator supports and directs a co-op student and a team of casual staff every term.

 

The Events Coordinator discusses information with the Assistant Service Manager, the Operations Service team, the Employment Relations team, the Employer Services team, the Communications & Marketing team, the Business Development team, and other units within CECA.

 

The Events Coordinator also supports other operations within the Operations, Service team and the overall Operations team, including project work that supports EIS, the Operations team, or other units within CECA.

Problem-solving:

The Events Coordinator will be required to execute their problem-solving skills and best judgement when managing crises. Some examples include finding a successful solution for an upset employer who might be difficult to manage, or logistical issues at an EIS. The Events Coordinator will escalate complex issues to the Assistant Service Manager, and in the absence of the Assistant Service Manager, unresolved issues will be escalated to the Service Manager.

 

Internal and external stakeholders

 

Internal:

The Events Coordinator works collaboratively with CECA and campus partners when coordinating the logistics for EIS (e.g. staff responsible for accepting venue booking, food services, etc.)

 

External:

The Events Coordinator is the first point of contact with employers wanting to host EIS, and coordinates the logistics throughout the EIS lifecycle. The Events Coordinator consults with employers pre-, during, and post- EIS to ensure a successful experience with CECA and the University of Waterloo.

Decision-Making Authority:

The Events Coordinator will be required to execute their problem-solving skills and best judgement for making decisions when managing crises. The Events Coordinator makes recommendations to the Assistant Service Manager for improvements to the EIS portfolio in terms of employer relation and engagement opportunities, process improvements, event production, venue bookings, or audio-visual equipment. The Events Coordinator consults with employers to understand the objectives of their EIS, and works closely with them to try to meet their objectives.

 

 

Financial accountability:

In partnership with the Assistant Service Manager, coordinate with the CECA financial assistant and campus partners with respect to oversight of EIS invoicing and financial reconciliation. Submits casual payroll to financial assistant.

 

Physical and Sensory Demands:

This role requires exertion of physical or sensory effort resulting in moderate fatigue, strain or risk of injury. It may involve constant interruptions from e-mail, face-to-face interaction and phone.

Working Environment:

Minimal exposure to disagreeable conditions typical of a position which provides direction to co-op students and casual staff. Moderate on-call expectations to support evening EIS, occasional evening work required to support evening EIS. Occasional travel is required. Service support during main interview periods and the EIS season will require work outside of core business hours from 7:00 a.m. to 11:00 p.m.

 

Irregular and/or high volumes and multiple and/or tight deadlines beyond one’s control.