Lead Coordinator, Event Management

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Position purpose
Plans, manages and promotes events that engage alumni, raise awareness in the community, foster ties between strategic partners and the academic community, and support recruitment, fundraising and research activities.

In this role, you will:

• Event planning: Plan and design, for the entire faculty or service, various on- and off-campus events that engage alumni, raise awareness in the community, build ties between strategic partners and the academic community, and support recruitment, fundraising and research activities. To this end, discusses with clients, identifies requirements and deadlines, set budgets, plans and coordinate all the steps required to conduct the event.

• Event Management: Organize and manage all the logistics surrounding events, such as reservations, rentals, registration and invitations, catering services, equipment installation and set up of spaces. Supervise the running of these events and remain available to resolve any problems that might arise. Welcome guests and acts as University representative and host for each event.

• Supervision: Hire and train individuals, such as volunteers and caterers, and coordinate and supervise their work to ensure that they carry out their duties as directed and to the required standard.

• Budget Management: Manage budgets related to the organization and running of events, while staying within budget limits and complying with related policies, regulations and procedures.

• Advertising: Participate in planning and designing the marketing plans required to conduct events and maximize stakeholder awareness and participation.

• Quality assurance: Develop performance indicators and monitor performance by conducting consultations and surveys in order to maximize event effectiveness. Analyze results and make improvements to optimize event protocols. Write reports, summaries and post-event evaluations to ensure that each event has met its objectives.

• Communication and liaison: Establish and maintain effective working relationships with suppliers and with internal and external partners to ensure that the events for which the incumbent is responsible run smoothly.

What you will bring

• College diploma in marketing, event management, fundraising, or communications, or an equivalent combination of education, training and experience

• Minimum five years’ experience in a similar role

• Proven ability to formulate creative ideas and to analyze, evaluate and negotiate details to create a successful event

• Strong interpersonal and communication skills

• Excellent problem-solving skills

• Ability to work well under pressure and meet strict deadlines

• Self-reliance and good judgment

• Project management experience

• Experience in supervising teams and volunteers

• Knowledge of budget management policies and practices

• Strong organizational skills

• Knowledge of computer systems and software such as Windows, word processors, web applications and graphic design software, social media platforms, spreadsheets, databases, presentation software, internet browsers and email

• Bilingualism – French and English (spoken and written)

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.