Project & Event Coordinator - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

5 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Type:
Employee

Duration in Months (for fixed-term jobs):
N/A

Job Family:
Event Management

of Open Positions:
1

Faculty/Service - Department:
Manager, Alumni Loyalty

Campus:
Main Campus

Union Affiliation:

SSUO

Date Posted:
November 27, 2023

Closing Date:
December 07, 2023

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 08

Salary Range:
$60, $76,672.00

With the overall objective of increasing alumni engagement, the coordinator is responsible for providing event support and overall project coordination for the Alumni Relations and Annual Campaign Office.

The coordinator actively supports the Manager, Alumni Loyalty in the development, coordination, execution and evaluation of various activities, projects and events delivered by the Office.

Specific Accountabilities

Events support

Coordinates events and programs that engage alumni and support Alumni Relations and Annual Campaign initiatives and enhance relationships between the University and its community of alumni and donors.

Coordinates all the logistics surrounding events such as room reservations, rentals, catering services, etc. Supervises the running of these events and remains available to resolve any problems that may arise.

Optimizes resources spent on events and prepares reconciliation of expense statements for alumni programming in order to ensure activities are delivered on time and within budget.

Coordinates the promotion and online registration process for Alumni Relations and Annual Giving events with the objective to increase alumni awareness and participation.

Administrative support

Supports Alumni Relations and Annual Campaign in an administrative capacity, including coordinating all travel arrangements, reimbursements, writing event briefings, compiling and preparing alumni reports, and other administrative duties as needed with the objective to ensure efficient and smooth coordination of activities.

Liaison with stakeholders

Develops and maintains strong relationships with alumni and donor representatives in faculties and services and provides them with communications and event support, when required.

Communications

With the objective to increase alumni engagement and a sense of belonging to the alumni community, drafts bilingual content for social media platforms (Twitter, Instagram, Facebook and Linkedin) and other various communication mediums (web, e-vites, print, etc.).

Responsible for posting approved content on all social media platforms (Twitter, Instagram, Facebook and Linkedin). Promotes alumni and uOttawa successes and stories, events, alumni benefits, etc.

Maintains and updates the Alumni Relations website in collaboration with the Manager, Alumni Loyalty and various other members of the Alumni Relations team.

Special projects

Provides support, including data entry, to Alumni Relations and Annual Campaign on special projects.

Reporting

Compiles information, prepares and produces reports in support of Alumni Relations and Annual Campaign programs and activities. This includes the coordination of surveys and sending post-event communications to alumni, volunteers, etc.

Knowledge, Experience and Skills- Post-secondary degree in event management, communications, or public relations, or an equivalent combination of education, training and experience.- Three to five years' experience in event planning or communications- Proven experience in project coordination- Proven experience working with a variety of stakeholders as well as many teams Excellent organizational skills, ability to work under pressure and meet firm deadlines- Superior communication and interpersonal skills and ability to solve problems- Excellent time management skills- Must be able to exercise professional discretion- Ability to write and communicate in both official languages.

Experience in promotional writing would be considered an asset- Demonstrated initiative and autonomy- Required to occasionally work evenings and weekends- 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