| Date: |
July 1, 2015 |
| Reports to (Job Title): |
Associate Director, Communications and External Relations
|
| Jobs Reporting (Job Titles): |
None |
| Department: |
Institute for Quantum Computing (IQC) |
Location: |
Main Campus |
Grade: |
USG 8
35 hr/wk
|
Primary Purpose
The incumbent will plan, implement and manage a large program of outreach activities, scientific conferences and events that advance IQC’s strategic objectives. This position is responsible for managing all facets of these programs, including setting and administering budgets, managing contractual staff and vendors, managing sponsorship relationships and delivering programs.
Key Accountabilities:
1. Planning, budgeting and program execution
- Oversees the safe, effective operation of major outreach programs, including but not limited to Undergraduate School on Experimental Quantum Information Processing (USEQIP), Quantum Cryptology School for Young students (QCSYS) and Quantum Innovators
- Oversees IQC’s Summer Research Program including planning and managing budgets, travel and accommodations, safety records and coordinating activities with Visitor Coordinator and Senior Manager Scientific Outreach
- Develops an annual strategic plan, in collaboration with the Senior Manager Scientific Outreach, for a roster of scientific conferences, workshops, seminar series, lectures and other special events that support IQC’s strategic objectives
- Develops and manages the conference and event budget
- Develops and maintains best practices for all outreach programs
- Develops metrics and standards for program evaluation and feedback from attendees
- Plans, co-ordinates, and manages delivery of scientific conferences and other events and ensures high professional standards
- Hire, organize, train and supervise staff to deliver outreach programs
2. Managing internal and external contacts and vendors
- Coordinates space and facility requirements with colleagues across campus and outside the university
- Develops and manages relationships with appropriate vendors related to conferences and events
- Establishes and maintains a database of professional contacts, conference presenters and participants and other related information
- Develops and maintains significant external relationships to foster partnership, venue and sponsorship opportunities
- Serves as a resource to departments and individuals with regard to special events in the Lazaridis Centre and Research Advancement Centre (RAC) facilities
- Provides direction and advice to student groups within IQC with regard to student-run conferences and events
- Recruits and manages volunteers across campus and in other locations as necessary to support the delivery of events, workshops and conferences
- Oversees casual staff and student employees who are hired to support events
- Assists in the co-ordination of visits from special guests, donors, dignitaries and international visitors
3. Communications and Promotion
- Develops and maintains a clear communication plan for all events and conferences
- In collaboration with the Senior Manager Marketing Communications, develops materials to promote outreach programs and activities
- Maintains an up-to-date library of resources and materials to support outreach programs and activities
Position Requirements
Education:
Undergraduate degree, events designation preferred
Experience:
- Minimum 2-3 years of event management experience with demonstrated experience in managing and promoting large-scale and high profile events
- Disciplined approach to planning and project execution with exceptional attention to accuracy and detail
- Independent judgment in areas of time management, task prioritization and decision-making
- Proven ability to multi-task, manage a large volume of work, conflicting priorities and deadlines
- Exceptional verbal and written communications skills
- Project management experience with a demonstrated ability to manage concurrent projects under tight deadlines
- Proven leadership and volunteer management experience
- Experience developing, monitoring and managing budgets
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Basic |
Basic |
Basic |
other |
Nature and Scope
Interpersonal Skills:
Level of Responsibility:
The incumbent will possess proven ability, extensive experience and strong working knowledge and understanding of event and conference planning in relation to achieving IQC and the University’s stated goals.
Decision-Making Authority:
Responsible and accountable for the successful execution of events and conferences at IQC.
Physical and Sensory Demands:
Minimal demands typical of a position operating within an office environment with extended working hours in preparation for and during events
Working Environment:
Minimal exposure to disagreeable conditions typical of a position exposed to stress and pressure associated with project manager responsibilities. Work outside the normal operating hours of the institution can be expected in this role.
