Events Coordinator, Conferences & Events

DESCRIPTION

• Under the supervision of the Manager coordinates the signature events for the department.
• Develops budget estimate and critical path for events.
• Communicates with internal and external participants and contractors.
• Develops invitation/distribution lists; records replies and registrations.
• Coordinates and/or assists with coordination special project events. This includes communication with support services (ie: media services, foodservices, security, physical plant), tracking registrations, and evaluating the success of the event.
• Works with special project requests on a creative level to ensure events are unique and encompass the vision of the project.
• Provides assistance with the set-up and tear-down of events.
• Provides assistance as a site manager at events.
• May attend and liaise with various committees which the Conferences & Events Department serves as a resource or supports.
• Researches, writes, and edits materials — such as speaking notes, emcee scripts, run-of-show scripts, and briefing notes — in support of a wide range of institutional events, including annual convocation ceremonies, media conferences, major announcements, conferences, and fundraisers.
• Works with a variety of institutional stakeholders to gather inputs and information, then researches and writes external-focused proposals, such as grant applications and government funding requests in support of university initiatives and strategic directions.
• May assist with creative for invitations, and other promotional materials related to special project events.
• Update event databases & provide final reports on events.
• Create and report on event surveys.
• Types and proofreads correspondence, administrative forms, programs and reports.
• Performs other related duties as required or assigned.

QUALIFICATIONS

• High school completion or equivalent program of studies with office and event skills.
• Diploma in Event Management, Creative Communications, Tourism & Hospitality Management, or under graduate degree in Marketing, Communications, or combination of education and experience.
• Must have 2 to 3 years direct event coordination, preference will be given to incumbents with a high level of logistics planning, site & stage management experience.
• 1 to 3 years’ experience in a professional writing or content creation capacity (journalism, advertising, marketing, public relations).
• Must have good working knowledge of academic protocols, regulations and procedures of The University.
• Experience working in a fast paced environment.
• Demonstrated flexibility, organizational skills and able to multitask.
• Experience working in a computerized environment including database management, Microsoft office, website experience.
• Demonstrated ability to organize, plan, prioritize and meet strict deadlines
• Effective oral and written communication skills
• Broad knowledge of event logistics and production
• Ability to work evenings and weekends when required.
• Excellent, demonstrated writing and grammar skills.
• Ability to summarize/synthesize information and judge relevance of information.
• Strong verbal communication skills and interpersonal skills.
• Ability to establish relationships and work respectfully and tactfully with a variety of stakeholders, ranging from departmental associates to senior executives, as well as internal and external partners.
• Ability to work both independently and also cooperatively in a team-oriented environment.
• Ability to make sound decisions within the scope of departmental policies, institutional values and direction from the position’s supervisor.
• Ability to manage multiple projects simultaneously is required.

OR EQUIVALENT COMBINATION OF EDUCATION, EXPERIENCE, SKILLS, KNOWLEDGE AND ABILITIES

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.  All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. 

The Collective Agreement between The University of Winnipeg and The Association of Employees Supporting Education Services (AESES), Clause 6.3, Selection for Vacancy, states: The Employer agrees that Employees with seniority shall have preference in connection with appointments so far as it is practicable to do so, provided that their qualifications are relatively equal.