Event Coordinator – Alumni and Key Internal Events, Conferences & Events Services

Job title: Event Coordinator – Alumni and Key Internal Events, Conferences & Events Services

Job description: Probation/Trial Period: 910 working hours or six (6) months, whichever occurs first

Hours: 35 hours per week

Funding: Budget

Start Date: As soon as possible

Location: Winnipeg, MB

Job Type: Continuing

Status: New

Date Posted: 01/22/2024

Closing Date: 02/04/2024

Salary Range: $45,518.20 – $62,753.60

Conferences and Events enhances the profile and reputation of the University of Winnipeg both internally and externally. The department manages all University signature events, alumni events, provides support and serves as a resource to internal faculties, departments and partners hosting events on campus that strengthen the profile of the University. In addition to internal event support and management, the department manages requests and supports all external events using the University as an event facility.

The Event Coordinator – Alumni and Key Internal Events is a full-time continuing position supporting the operational functions of Conferences and Events Services. This includes coordinating space and services, research, editing communication materials for events, billings and site management for a combination of alumni events, key internal events, day table program and student booking requests. The incumbent exercises judgment in administering the department’s policies and regulations.

Responsibilities:

• Researches and develops a portfolio of meaningful and engaging Alumni events, coordinates all Alumni events in coordination with Alumni Affairs and the Manager of Events.
• Works on a creative level to ensure events are unique and encompass the vision of the project or event.
• Develops budget estimates and critical paths for each event.
• Communicates with internal and external participants and contractors.
• Oversees set up, strike and site management of alumni events.
• May attend and liaise with various committees related to alumni events and activities which Conference & Events Services serves as a resource or supports.
• Coordinate or assist with the coordination of Key Internal events such as Orientation, Pow Wow, Career Fair, Pride Week.
• Assesses and allocates available space for these events through 25Live booking system.
• Establishes and maintains effective working relationships with various levels of internal contacts.
• Books all necessary university spaces and services required for the event. Makes recommendations, coordinates and provides the final work schedule to service providers to execute event.
• Oversees the set up and tear down for events and ensure adherence to proper university protocols
• Acts as onsite contact and event support for each event.
• Provides quotes for required University services based on cost recovery procedures.
• Verifies all event costs have been properly authorized by a signing authority prior to event confirmation and transfer of funds.
• Coordinates all day table program requests for internal departments and external organizations and businesses, books space, provides guidance on policies for use of the space.
• Prepares invoices for payment of table space and collects payments.
• Coordinates and allocates appropriate space for student group room booking requests, books space and provides detail on policies for use of space.
• Assesses and allocates available space for these bookings through 25Live booking system.
• Update event databases, registration and invitation lists regularly.
• Provide final reports on events.
• Create and report on event surveys.
• Updates critical paths, production schedules and event specific spending budgets on a regular basis.
• Type and proofread correspondence, administration forms, programs and reports.

Qualifications:

• High school completion or equivalent program of studies with office and event skills.
• Completion of diploma in Event Management, Tourism & Hospitality Management or equivalent experience.
• Must have 4-5 years direct event coordination experience with high level of logistics planning including production, catering and contract contact.
• Must have good working knowledge of academic protocols, regulations and procedures of The University preferred.
• Experience working in a fast-paced environment.
• Demonstrated flexibility, organizational skills and able to multitask.
• Experience working in a computerized environment and proficient in Excel and MS Suite.
• Ability to plan and establish work priorities and meet strict deadlines.
• Effective oral and written communication skills.
• Broad knowledge of event logistics and production.
• Ability to establish and maintain effective working relationships with various levels of internal and external departments.
• Knowledge of university software considered an asset.
• Ability to work independently and in a team environment.

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 salary range for this position will be from $45,518.20 to $62,753.60 annually.

Note: The work described in this posting will be conducted in-person.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and 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, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.

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