Date:	November 25, 2013
Reports to (Job Title):	Academic Services Manager
Jobs Reporting (Job Titles):	None
Location:	Main Campus
Grade:	USG 6 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:

• Coordinate event details such as time, location, refreshments and managing attendee details/requirements, registrations, conference/meeting materials, and post event surveys.
• coordinate speakers and make travel arrangements where necessary
• Ensure the sessions are appropriately publicized
• Provide recommendations for event program
• Recruit and direct event volunteers
• fiscally responsible when arranging events
• Reconcile event expenses

 

2.  Support graduate studies admissions process

• Verifies that all required documents for application process are submitted, complete and authentic (application, supplemental form, letters of reference, all supporting post-secondary transcripts; including legends from granting institution, sample of writing, proof of English language proficiency for international students.
• Ensures applicant transcripts are averaged efficiently and on time
• Maintain reporting system of applicant status, to initiate circulation of files

 

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

• Manage the student photo/class list project each term.
• Communicate the details of Graduate TA Contracts as determined
• Support the Association of Graduate Planners (AGP) with orientation Serve as a back-up for Records Coordinator 
• Develop and maintain a procedure handbook for the position which includes detailed instructions for each activity performed in the position

 

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

• Co-ordination of Board meetings and materials for the Canadian Alliance for Sustainability 
• Logistical support for special projects
• Manage details for workshops/seminars etc. both on and off campus. This includes but is not limited to booking of rooms and/or venues, accommodations, catering, printing of course materials and publicity items as well as registration

Position Requirements

Education:

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

Experience:

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:

• A high degree of organizational skill, interpersonal acumen and problem solving ability is required to provide oversight in balancing multiple priorities and deadlines
• Must be a strong communicator (oral and written) with the ability to build strong relationships
• Possess strong planning and organization skills with exceptional attention to detail
• Must be a problem solver with a friendly, professional, customer service oriented personality
• The ability to interact with a wide variety of people in many different contexts
• Ability to conduct themselves with a high degree of diplomacy and tact

 

 

Technical:         

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.

Technical:

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

 

External:

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:

• This position works independently but must also function within a team and work collaboratively
• Guests hosted are often professionals in their field, government leaders, and often high profile. The Events Coordinator must act with discretion and professionalism
• This position performs no direct supervision of staff, but is responsible for guiding and directing student volunteers. The role has a mix of defined, specialized and routine tasks and unusual or one-time requests, which requires outstanding customer service, sound judgment,  a strong work ethic and the ability to work under challenging time constraints

Decision-Making Authority:

• This position is expected to resolve event specific issues, subject to budgetary constraints, be fiscally responsible in planning events  

Physical and Sensory Demands:

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

Working Environment:

Travel:

Occasionally required to go off campus to organize details for events

Working Hours:

Regular working hours, some evening/weekend work required.

Risks:

Minimal exposure to disagreeable conditions.

Human Resources
General Services Complex
University of Waterloo
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4567 ext. 35935

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