Events Assistant, Conference and Event Services *Term*

Job Number:
A69.20
Classification:
Office Assistant 4
Date Posted:
December 17, 2020
Employee Group:
AESES
Funding:
Budget
Hiring Range:
$19.24 - $21.78 per hour + 6% vacation pay
Position Category:
Full-time, Term
Probation/Trial Period:
6 months or 910 working hours, whichever occurs first
Salary Range:
$19.24 - $25.53 per hour + 6% vacation pay
Start Date:
February 1, 2021
Status:
Existing
Hours:
35 hours per week
Department:
Conference and Event Services
Location:
Winnipeg, MB
Job Type:
Term
Close Date:
12/30/2020
Professional Areas:
Staff
Description:
*This is a term position from February 1, 2021 - February 25, 2022*
Note: Due to the ongoing public health situation, during COVID 19 and to safeguard the wellbeing of the University of Winnipeg community, the work currently being performed will be conducted remotely during this time. The safety of our students, faculty, and staff is our top priority.
 
Responsibilities:
  • Acts as the first point of contact for the department, responds to and directs general phone and email inquiries.
  • Provides assistance and information regarding event tickets, programs, services, etc.
  • Provides assistant to Event Coordinators and Manager, with event logistics, services provider instructions, registration, etc.
  • Types correspondence, administrative forms and reports.
  • Facilitates meetings by scheduling participants, booking space and recording RSVP’s.
  • Distributes promotional material, invitations and other materials for events.
  • Makes travel and hotel arrangements ensuring related documents are processed and monitored.
  • Sources options for space for key internal and partnered events.
  • Communicates with internal and external participants.
  • Develops invitation/distribution lists and records replies and registrations.
  • Creates and edits website for specific events and maintains Conference & Events internal webpage.
  • Prepares information packages and/or media kits as needed.
  • Purchases supplies and props for events/projects as required.
  • Oversees the set up and tear down of events, serves as the on-site contact at events and conferences.
  • Builds and maintains mailing lists, email lists and event archives.
  • Prepares, enters, processes, organizes, maintains computerized records and files.
  • Compiles data and statistics for the preparation of event publications, programs, etc.
  • Maintains departmental files, information, inventory and records which may include placing orders for equipment, supplies, etc.
  • Assesses needs and allocates appropriate space for student group meeting requests received from UWSA.
  • Coordinates Media Key sign out with Security and Media Services for AV equipment use.
  • Books all table requests for Riddell Atrium, Centennial Foyer and Centennial Escalator for external, internal and student groups.
  • Performs other related duties as required or assigned.

Qualifications:

  • High school completion or equivalent program of studies with office skills training
  • Completion or diploma in Event Management, Tourism & Hospitality Management or Recreation Coordinator would be an asset
  • Must have 1 – 2 years’ experience in event planning & production
  • Experience working in a fast paced environment
  • Experience working in a computerized environment
  • Above average experience and knowledge of basic accounting and Microsoft Office
  • Familiar with event procedures and set up (ie: AV, staging, contracts)
  • Demonstrated flexibility, organizational skills and able to multitask
  • Ability to plan and establish work priorities and meet strict deadlines
  • Effective oral and written communication skills
  • Ability to establish and maintain effective working relationships with various levels of internal and external departments

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.


Condition(s) of Employment:

  • Must be legally entitled to work in Canada.
  • Ability to work evenings and weekends when required.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff/faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence.  We welcome applications from all qualified individuals and encourage women, members of racialized communities, Indigenous persons, persons with disabilities, and persons of any sexual orientation or gender identity to confidentially self-identify at time of application.