Advancement Event Specialist - Jobs in Waterloo, ON

Job Description

Overview:The Advancement Events Specialist organizes the Faculty of Engineering’s undergraduate recruitment events along with select events for the Faculty Advancement Team. This role is also the key support for the Events Manager with event logistics coordination, creative promotion of events, and backup leadership at events as required, playing an active role to ensure the smooth functioning of the numerous Faculty events (both in person and virtual). This role will also support the Faculty Advancement team with administrative and creative communications support as needed.This position requires frequent and planned evening and weekend work and will be focused on providing superior customer service to internal and external stakeholders.Responsibilities:Event Planning

• Working in partnership with the Faculty undergraduate recruitment team and the event planning teams within University Marketing and Undergrad Recruitment (MUR) to lead the planning and coordination of Engineering undergrad recruitment events (including events on campus, OUF and virtual) and attending and contributing to MUR recruitment working groups related to events
• Working in partnership with the Donor Relations Officer to lead the planning and coordination of specific donor announcement events
• Working in partnership with the Events Manager to lead the planning and coordination of staff events and large Faculty meetings, including scheduling the meetings and organizing catering as required

Event Support

• Assisting the Events Manager to ensure the smooth and effective implementation of all Faculty signature and alumni events including event logistics (i.e. monitoring registration databases, evaluating requirements, booking rooms and equipment, ordering food, ordering signage, booking hotels, ordering gifts, producing name tags and designing and ordering t-shirts) as needed
• Acting as the back-up project lead to the Events Manager for all Faculty events, requiring complete knowledge of every event scenario and volunteer roles and responsibilities; negotiate and solve any unforeseen problems that may arise
• Confirm event budget planning with the Events Manager and Advancement team
• Work with the Events Manager to respond to all booking inquiries for event space, ensuring responses are managed in a timely manner

Event Promotion, Communications and Programming

• Writing event promotion messaging, creating compelling digital templates, invitations, online registration pages and overall creative communications materials to assist in the promotion of engineering events aligned with the interests of the audience
• Partnering in the developing of impactful and dynamic event programming, based on a true understanding of our audience and stakeholder needs, to ensure a quality event experience with strong audience engagement
• Coordination and recruiting the numerous volunteers needed for successful Faculty events
• Working with virtual event platforms (i.e. Zoom, Microsoft Teams) to manage virtual events and meetings, including managing panelists, setting up events, running video content and polls, monitoring live chats and offering technical support to participants as needed
• Assisting the Advancement Team with sourcing swag and creative supplies for events
• Soliciting and compiling feedback for post-event “wrap-up” sessions and sharing with Events Manager for continued improvement of planned events
• Providing event promotion support to departments and groups across campus (monitoring the events promotion online form), posting of event content across Faculty and department sites and preparing social media content to help promote the events
• Coordinating marketing/communications materials needed for various internal and external events, including production of signage and banners
• Managing the social media content creation and sharing of Faculty events (including confirming and coordinating requirements), posting and monitoring content related to events as aligned with Advancement social media strategy
• Identifying and overseeing the online attendee registration system for Faculty events
• Supporting speakers with creative content framework including updating Faculty and University PowerPoint templates and managing AV event requirements

Administrative support and other duties as assigned

• Processing invoices and travel expense claims for student volunteers who participate in events
• Managing reconciling monthly p-card expenses and reporting

Qualifications:

• Post-secondary education in event management or equivalent combination of education and experience
• 3-5 years of professional events and project management experience working in complex, dynamic and fast-paced environment
• Demonstrated project management experience
• Demonstrated experience with Adobe Creative Suite including Photoshop and InDesign
• Experience using virtual event platforms including Zoom, WebEx and Microsoft Team
• Experience in a University environment an asset
• Exceptional client service skills
• Exceptional planning and organizational abilities, ability to multi-task to manage a large volume of projects with conflicting priorities and deadlines
• Exceptional attention to details
• Proven ability to meet strict deadlines without compromising quality
• Ability to think independently and to take initiative to solve problems as they arise
• Goal oriented, self-motivated with demonstrated ability to take initiative to work independently and effectively as part of a team
• Takes a disciplined approach to planning and accuracy in project execution
• Sound judgment, tact and diplomacy
• Strong written and oral communication skills
• Familiarity with database, spreadsheet and web site maintenance software
• Microsoft Office including proficiency with Excel and PowerPoint
• Experience using web content management systems (i.e. Wordpress)
• Personal interest and experience using social media platforms

Vaccination Requirement Statement:Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.Equity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.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+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.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 at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.Quick Apply

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