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Event Coordinator

Date: December 1, 2015
Reports to (Job Title): Business Manager, CEMC
Jobs Reporting (Job Titles): None
Department: Centre for Education in Mathematics and Computing (CEMCl)


Main Campus


35 hr/wk

Primary Purpose

The position is responsible for coordinating a variety of events that complement CEMC outreach and marketing activities.  These activities include:  12 math and 2 computer science contests (including two weekend contest creation meetings and two contest marketing sessions), workshops for students and conferences for teachers in math and computer science, and many other face-to-face and online outreach activities.  The position will also assist, as required, in the production and distribution of CEMC marketing material.

The incumbent will work closely with CEMC faculty and Math Faculty Development staff on fundraising activities for the Centre.

The position allows for all department members to have a single source for all event planning/coordination.  This unique person with a strong Event Planning and Managing/Coordinating experience is responsible for the continued streamline of the CEMC brand as well as contributing to growth and awareness of the department’s efforts.

Key Accountabilities:


Coordinate arrangements for contest creation and contest marking meetings, student workshops, teacher conferences, and other outreach events and activities.  Work closely with CEMC faculty coordinators responsible for these activities and other CEMC/UW staff, including casual staff and volunteers.

  • Ensure arrangements fit into the overall marketing/event plan for the CEMC
  • Assume some responsibility for direction and administrative day-to-day operation before, during and after events
  • All travel, accommodation, and meal requirements for events both on and off campus
  • Entertainment, speakers, special activities in the workshops and conferences
  • Other special CEMC events that occur from time to time.


Assist in the coordination of CEMC outreach activities including but not limited to

  • Student awards and recognition activities (on campus events, medals, plaques, prizes, etc.)
  • Provide input to the CEMC calendar of events.


Assist in the preparation of marketing and communications materials

  • Provide input for the CEMC marketing plan and advertising materials for CEMC contests, events and other outreach activities
  • Develop and implement a unified social media plan
  • Assist in the promotion and advertising of CEMC contests, outreach events and other activities
  • Help ensure a consistent approach for the CEMC to utilize in its marketing and communication strategy.


Assist with contest mailing and receiving and results mailing as required.


Continue to grow and develop process plans relating to all events

  • Streamline inefficiencies within current processes
  • Develop strategies to increase promotion and growth of departments and contests (team building, marketing strategies, etc.)
  • Develop, implement and monitor risk management plan
  • Develop event manuals, including but not limited to critical paths, logistics, contact information to generalize and standardize CEMC processes surrounding events and outreach activities.

Position Requirements


Bachelor’s Degree, or equivalent degree/diploma/experience, in event coordination/marketing


2-3 years of experience, preferably in a post-secondary institution.

- Intermediate analytical and writing skills to develop marketing plans and organizational skills to implement
- Intermediate/advanced communication, event coordination and outreach activities experience


MS Word Excel PowerPoint Other
word excel powerpoint
  • Intermediate experience with Microsoft Office suite of Software including features such as databases
  • Basic experience with web content management software

Nature and Scope

Interpersonal Skills:



Level of Responsibility:

Decision-Making Authority:

The job will require strong communication capabilities as well as an understanding of strategic planning within all projects.
This person has the ability to interact with other event staff at UW to share ideas, challenges, successes, as well as discuss ways to assist each other.
Responsible to assist in implementing the CEMC marketing plan to expand Math and Computer Science contest participation.
Responsible for arranging CEMC outreach and other contest related events; these run year-round and range from  half-day school visits to one day/evening events to conferences that run several days and workshops that run for a week.  Contest creation weekends and our two contest-marking meetings are included

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment.

Working Environment:

Travel:  Occasional travel (once or twice per year) may be required
Working Hours: Regular working hours; some evenings or weekend work as required – flex time option available as needed.
Risks – physical and psychological: 
Physical risks – No significant risks – occasional lifting of boxed materials may be required; assistance is always available for heavy items.
Psychological risks – No significant risks – occasional overlapping deadlines, interacting with internal and external suppliers of services, supplies, equipment, etc