Program and Events Coordinator

Job title: Program and Events Coordinator

Job description: Date Posted: 10/06/2023

Req ID: 34272

Faculty/Division: VP – Research

Department: University of Toronto Entrepreneurship

Campus: St. George (Downtown Toronto)

Position Number: 00053281

Description:

About us:

The Vice-President, Research & Innovation (VPRI) portfolio supports the University of Toronto as a top public research university in the world. Our mission is to create the most supportive environment possibleso that our researchers, innovators and learners can do what they do best – advance understanding and apply new knowledge. Our work supports, fosters and promotes the research and innovation culture and activities of our faculty, staff and students, along with our partner hospitals, funding sponsors, and partners in the public and private sector. VPRI provides a

full range of services including guidance to faculty, staff and students on funding opportunities, research agreement negotiation, oversightand accountability services including research accounting, environmental health and safety, innovation and entrepreneurship, partnerships, policies and procedures, and institutional awards and honours.

University of Toronto Entrepreneurship (UTE) is part of the Vice-President, Research & Innovation portfolio. The UTE community accelerates ideas, people, social impact, and technologies, all while striving to create an environment that is inclusive and representative of the diverse and talented innovators we serve. UTE is a central voice for entrepreneurship across U of T’s three campuses and represents a powerful network of 12+ accelerators. We are here to support, develop and celebrate our best and brightest founders and their startups through a broad range of resources, network access and entrepreneurship activities.

Your opportunity:

The Events and Program Coordinator works as part of the broader U of T Entrepreneurship (UTE) team which connects startups and entrepreneurship programs (incubators/accelerators) across U of T’s tri-campus and our partner organizations with each other as well as helping them accelerate their businesses with access to facilities, events, and the business community in downtown Toronto. In this role you will provide a high level of professional service to UTE activities including executing event logistics for a variety of on-site, virtual and hybrid events ranging from small to large scale; programming support, and administrative assistance to the team. The Events and Program Coordinator executes event scheduling and logistics, provides support on event day resolving issues that may occur during event, processes registration information and collects post-event evaluations. As a member of the UTE team, the Events and Program Coordinator prepares meeting agendas and presentation material, and updates and maintains records and databases.

To support operational needs the regular Hours of Work for this position are Monday to Friday from 9:45am to 6:00pm; and include regular evenings and occasional weekends in alignment with event needs.

Your responsibilities will include:

• Coordinating the schedule for program and event calendars
• Determining logistical details and activities for events and/or programming
• Resolving issues that may occur during events and escalating problems as required
• Organizing materials for workshops, conferences and/or events
• Conducting post-event evaluation, analysis and recommendations for changes
• Coordinating the production and distribution of communication materials
• Editing promotional and/or outreach materials
• Coordinating meeting schedules, agendas, materials, action and follow-up items

Essential Qualifications:

• Bachelor’s Degree or acceptable combination of equivalent experience.
• Minimum three (3) years’ relevant program and event coordination experience including experience supporting student or innovation initiatives in an academic, corporate or NFP environment.
• Experience coordinating quotes from external vendors including photography / video, catering and audio-visual needs
• Experience sharing event content via marketing channels such as YouTube / Vimeo, social media, newsletter, website, or equivalent.
• Experience processing online and in-person registrations
• Excellent ability to coordinate and execute event logistics for a variety of audiences for small to large-scale events and for multiple events with a variety of stakeholders
• Strong time management skills and ability to prioritize tasks and responsibilities to meet strict deadlines
• Demonstrated ability to trouble-shoot event activities and provide high level of customer service
• Exceptional interpersonal skills, tact and diplomacy
• Strong oral and written communication skills
• Ability to prepare presentations, reports and correspondence with minimal review
• Superior attention to detail and accuracy
• Demonstrated ability to exercise tact, judgment and discretion in the execution of position responsibilities
• Excellent software skills including MS Office (Word, Excel, PowerPoint)
• Strong initiative and ability to work well in a team

Assets (Nonessential):

• Experience executing hybrid and / or livestreamed events
• Experience delivering events at an academic institution or in and academic setting
• Experience following procurement processes
• Experience creating a detailed run-of-show to be used by external vendors
• Experience coordinating volunteers at events
• Previous experience support marketing and communication efforts
• Familiarity with the Canadian innovation ecosystem and experience supporting start-up companies and entrepreneurs.

To be successful in this role you will be:

• Adaptable
• Communicator
• Efficient
• Organized
• Resourceful
• Team player

Closing Date: 10/20/2023, 11:59PM ET

Employee Group: USW

Appointment Type: Budget – Term This is a one (1) year Term role.

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Recruiter: Anita Chooraman

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact .

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