Event Coordinator

Job Description

Job Type: Employee Duration in Months (for fixed-term jobs): N/A Job Family: Event Management # of Open Positions: 1 Faculty/Service - Department: Professional Development Center, Civil Law Section Campus: Main Campus Union Affiliation: SSUO Date Posted: janvier 04, 2024 Closing Date: janvier 15, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above Hours per week: 35 Salary Grade: SSUO Grade 09 Salary Range: $67,783.00 - $85,623.00 Position purpose: Reporting to the Manager, Professional Development Centre, the incumbent provides support to the Manager of the Professional Development Centre (CDP) in overseeing and executing student-related projects, activities, and events. Administers and prepares the setup for virtual and on-site activities, assisting in day-to-day operations of the Centre. In this role, your responsibilities will include: Collaborates in all aspects of planning and execution of the Centre’s events and programs. Participates in the development of the CDPs career and professional development programming for law students. Acts with the utmost diligence to ensure that all activities enhance our student’s possibilities of placement, so that they successfully integrate into the legal market, while at the same time contributing to the reputation of the Civil Law Section. Organizes events and programs. Sets timelines, arranges logistics, conducts the promotion events, creates and monitors registration, follows-up with participants, communicates progress to the Manager, participates to the activities and gathers feedback to measure satisfaction. Sets up and verifies the details of the events, whether in person or online (scheduling, reserving, and setting up of venues, etc.). Corresponds effectively with contacts in person, by email, phone, video conferences or any other electronic means, from planning stages up to post-mortem activities, to ensure that all necessary actions have been undertaken and that requirements are met so the objectives of the events and programs are accomplished. These activities include but are not limited to information sessions, mock interviews, resume revisions, career days, legal fairs, recruitment events, networking activities and mentoring programs. Prepares and publishes promotional material. Create and modify promotional material and web content to be posted, uploaded, published, transferred, and forwarded on the University’s and the Professional Development Centre’s websites, as well as in social media platforms, applications, and external online event platforms. This includes posters, invitations, lists, thank-you notes, job postings, workshop content and other graphic design elements that are required to attain the Centre’s public relations objectives in conformity with the University’s protocols and marketing standards. Research and analysis. Assists in the collection and examination of information to maintain, expand, and renew the resources of the Centre. This includes processing, translating and channeling surveys, job postings, manuals, guides, handbooks, testimonies, and other pertinent information. Identifies trends and areas of opportunity related to career and professional development in the field of law, international development, and law-related areas of expertise. Provides recommendations and suggestions to the manager on adjustments or modifications to the Centre’s career services, events and programs for the coming year, to accurately respond to the needs of students and alumni. Coordination. Responds to inquiries and coordinates with University staff, faculty members, students, work study program students, volunteers, student association members, and other internal and external partners and stakeholders, such as vendors, guests, speakers, recruiters, and organization representatives. Attends and conducts meetings as deemed necessary, acting as a resource person for the Centre and collaborating on special projects, as required. What you will bring: Bachelor’s degree in administration, communications, public relations or a related field or an equivalent combination of education and experience. Minimum 3 years of demonstrated experience in a similar role with advanced event planning and organization skills. Mastery of French (with excellent writing skills) and a good knowledge of English. Knowledge of the University environment and the objectives and mission of the Professional Development Centre. Excellent organizational skills, with the ability to multitask and meet firm deadlines. Excellent attention to detail in an environment with frequent interruptions. Strong interpersonal skills with the ability to provide client service in a demanding environment with professionalism, tact, discretion and diplomacy. Demonstrated success in working independently to achieve work-related goals, as well as an excellent capacity to adapt and work in a team environment. Advanced knowledge of computer systems and software, with demonstrated capacity to quickly learn and assess new technologies (event management systems, social media platforms, website maintenance, spreadsheets, databases, Internet, e-mail, etc.) Capacity to research and analyze data to create administrative and statistical reports. Bilingualism. 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.