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Event and External Relations Coordinator

Date: November 25, 2013
Reports to (Job Title): Academic Services Manager
Jobs Reporting (Job Titles): None
Location: Main Campus


28 hr/wk

Primary Purpose

This position is responsible for the planning and implementation of a variety of internal and external events central to the School which strengthen relations between current students, alumni and external partners, additionally this role coordinates Special Outreach initiatives endorsed by the Office of the Dean under the direction of the Academic Services Manager. A range of general operational clerical assistance to the administrative personnel within the School with specific assistance required with Graduate Admissions and Scholarship process. This position requires occasional commitment after regular UW working hours.

Key Accountabilities:

1.  Organize internal and external events including, but not limited to the following activities:


2.  Support graduate studies admissions process


3.  Administrative Support including but not limited to the following:


4.  Administrative Support for Special Outreach Initiatives sanctioned by the Dean’s Office, including but not limited to:

Position Requirements


High School Diploma. Event Management training would be an asset but not required.


5-7 years of progressive business experience with a proven track record of achievement and success with Event planning/ coordination.

Competencies will include but are not limited to:




This position requires an aptitude for learning new applications however, intermediate experience with Microsoft Excel, Word and Outlook including features such as mail merge and group mail are essential.  Previous knowledge of Quest, OnBase, Sharepoint and Fore are an asset.


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Quest, OnBase, Sharepoint & Fore

Nature and Scope

Interpersonal Skills:

All Faculty of Environment faculty and staff, various University of Waterloo Service areas (Parking Services, Bookings, Food Services, New Media Services, Student Awards Office) including St. Paul’s University College service providers, current graduate and undergraduate students



This position has contact with incoming students (graduate and undergraduate), high school students and teachers, will have significant contact with Pragma Council board and participants. Alumni, Guest speakers and event participants


Interpersonal Contacts:

Internally, communicates with all employees in all groups and departments and at all levels to deal with, influence and motivate others, and to promote, justify and settle highly sensitive matters.  Externally, this position will have significant senior contacts with customers and suppliers and will be involved in settling highly sensitive, confidential matters that are critical to the organization.

Level of Responsibility:

Decision-Making Authority:

Physical and Sensory Demands:

Demands are typical of an event coordination operating within an office environment.

Working Environment:


Occasionally required to go off campus to organize details for events

Working Hours:

Regular working hours, some evening/weekend work required.


Minimal exposure to disagreeable conditions.