Events and Programs Coordinator - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

Overview:
The Events and Programs Coordinator plays a critical role within the Organizational and Human Development (OHD) Team.

Reporting to the Manager, Learning and Development, this position has overall responsibility and accountability for learning event management, learning program administration and coordination, relationship management and evaluation of programs.

This position acts as the lead for major OHD events (both in person and virtual) and is responsible for all planning, logistics, coordination, administration, budgeting, and implementation.

Responsibilities:

Learning Event Management

Leads planning, logistics, coordination, and implementation of OHD events (such as Keeping Well at Work programming, the Waterloo Staff Conference, Mentorship program, staff Orientation and Onboarding)
Develops and maintains project plans, critical paths, and communication plans for programming and events
Establishes best practices and processes for event and programming registration and oversees this system for all programming and events
Establishes event role and responsibilities and works with designated leads to ensure all details are considered and executed
Manages significant event budgets, including contract payments, reconciling expenses and processing invoices as required
Researches and procures keynote speaker engagements including contract negotiations, event communications and logistics
Collaborates with the Information Systems team on the development, management, and maintenance of the online events registration system
Leads the onboarding staff campus tours
Responsible for the technical and presentation requirements for event execution (hybrid technologies, live streaming needs, sound requirements)
Develops and implements an integrated communications plan for the promotion of programming and events using both print and electronic media; manages and monitors webbased communication (promotion, registration, postevent feedback, etc.)
Oversees the creation of marketing materials

Relationship Management

Builds and maintains relationships with internal and external stakeholders, including OHD's Learning and Development team, Organizational Development team, and various members across the Human Resources portfolio. Seeks and fosters relationships with internal and external campus partners and stakeholders to establish and strengthen employee learning and development through establishing and maintaining a learning hub for employees
Maintains a network of key department contacts on campus to facilitate the effective and efficient coordination of events and activities
Acts as an OHD ambassador within the university at university events
Supervises the OHD coop student, with accountability for all aspects of coop employment including recruitment, onboarding, work allocation, and performance management
Recruiting and managing volunteers to support the delivery of events
Contributes to creating a learning environment that supports equity, inclusion, belonging, and a healthy workplace
Provides excellent customer service to campus community in a timely, helpful and resourceful manner

Learning Program Administration and Coordination

Proactively coordinates the annual learning and development program calendar including online registration system, attendance tracking, and participant inquiries
Partners with Learning and Development team to ensure timely execution of program timelines and tasks
Coordinates onboarding and orientation programming
Develops and maintains documentation outlining all duties and processes as part of the standard operating procedures
Manages the departmental workshop registration system for employees, ensuring timely completion of learning and development offerings for enrollment and credit
Monitors, reviews, and adapts best practices for programming and events to ensure that processes are effective; proactively identifies new opportunities to continually improve quality and efficiency
Develops and executes key communication channels for program promotion (OHD newsletter, social media, daily bulletin announcements), in partnership with Manager, HR Communications
Monitors and updates OHD website
Reconciles monthly pcard expenses and reporting

Evaluation of and reporting on outcomes relevant to programming and events

Actively seeks out and reports on learner feedback for programming and events including but not limited to their purpose, format, design, content, and frequency
Integrates feedback from learners and participants into future events and programming
Develops and maintains program documentation (i.e. action plans) outlining program

- goals, outcomes, progress, and recommendations for future offerings for events and programs within portfolio

Tracks and reports on participants demographic data to ensure equitable access to supports
Creates and distributes annual, detailed programming and communications report th