| Date: |
January, 2013 |
| Reports to (Job Title): |
Director, Advancement |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Main Campus |
| Grade: |
USG 9
35 hr/wk
|
Primary Purpose
The events manager is accountable for all facets of the Faculty of Engineering’s Advancement events, including event strategy, planning and coordination, marketing and communications, logistics, administration, budgeting and evaluation. Advancement events include, but are not limited to faculty/staff/student awards’ events, building openings, donor recognition functions, alumni events, student recruitment events, etc.
Key Accountabilities:
.1.Event marketing and communications including, but not limited to:
- Developing annual strategic plan for a roster of events that support the strategic objectives of the Faculty of Engineering
- Developing and implementing an integrated communications plan for the promotion of events using both print and electronic media; manages and monitors web-based communication (promotion, registration, post-event feedback, etc.)
- Providing effective communication within the Faculty to promote coming events and initiatives
- Working with Communications team to develop and implement marketing and promotional materials
- Identifying and overseeing online registration system for all events
2.Event programming including but not limited to:
- Executing a calendar of events that includes award banquets, staff appreciation events, guest lectures, donor appreciation events, building openings, gift announcements and other special events that support the strategic objectives of the Faculty
- Developing, implementing, promoting and evaluating current and new Faculty-wide events
- Supporting Development and Alumni Affairs in developing and executing donor recognition and alumni events
- Assisting the undergraduate and graduate recruitment team leaders with event support as required
- Managing supplier relationships to ensure quality, budget and delivery objectives are met
- Administering significant event budgets (i.e. $10,000 to $50,000 per event)
- Providing superior customer service to internal and external stakeholders
3.Human resources administration, including but not limited to:
- Assigning and monitoring workload of assigned co-op student(s) as required
- Recruiting and managing volunteers to support the delivery of events
4.Other administrative functions, including but not limited to:
- Serving as a resource to departments with regard to special events in the Faculty
- Providing direction and advice to student groups within the Faculty regarding student-run events
- Maintaining a database of vendors, suppliers and venues
- Creating event reports
- Other duties as assigned by the Director, Advancement
Position Requirements
Education:
University undergraduate degree preferred, or equivalent combination of education and experience. Additional education or training in events management or public relations an asset.
Experience:
- Minimum 2-3 years of event management experience with demonstrated experience in managing and promoting large-scale and high profile events
- Demonstrated track record of marketing, communications and/or public relations experience ; donor relations experience an asset
- 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 |
| word |
excel |
powerpoint |
- Promotional writing and/or editing experience and asset;
- Highly proficient in MS Office programs; OutlookKnowledge of Raiser’s Edge an asset;Understanding and use of Social Media an asset;
- Ability to learn new software quickly and to adapt and access software while off-site.
|
Nature and Scope
Interpersonal Skills:
Organized team-player with ability to work well under time pressure, meet tight deadlines and deal effectively under stress. Internally, makes contact with senior administrative staff to plan and execute events including but not limited to:
- Dean of EngineeringDirector, AdvancementAssociate Directors – Marketing & Communications, Development & Alumni AffairsAssociate Deans and Department ChairsEngineering faculty, staff and studentsRegistrar’s Office; Student AwardsFinanceFood Services
- Creative Services
Externally, makes contact with contractors and suppliers to deal with, influence, and motivate.
- Vendors and suppliers
- Alumni and donors
Parents of Engineering students
Level of Responsibility:
- Must be able to make informed decisions cognizant of broader accountability in a role representative of the university;
- Ability to take initiative where minimal direction is provided;
- Be proactive in contributing ideas and solutions to the Director and other team members;
- Provide guidance and support to team members;
- Establishes goals in consultation with Director, Advancement
Decision-Making Authority:
Makes event-related decisions in consultation with the Director, Advancement
Physical and Sensory Demands:
Minimal demands typical of an administrative position within an office environment
Working Environment:
Travel: Occasional travel required
Working Hours: Regular working hours, some evening/weekend work required.
Risks-Physical and psychological:
Physical risks
Psychological risks
Minimal exposure to disagreeable conditions typical of a supervisory position
