Job Details Position Title: Administrator, Convocation and Institutional Events
Status: Full-time
Hours per week: 37.5 hours per week
Faculty/Department: Guelph-Humber Student Services
Campus/Location: The University of Guelph-Humber (207 Humber College Blvd, Toronto) is located within the traditional and treaty lands of the Mississauga's of the Credit.
Minimum Starting Salary: $86,658; starting salaries are determined based on qualifications and years of related experience.
About the Administrator, Convocation and Institutional Events role: The Administrator, Convocation and Institutional Events oversees the planning of key university events intended to foster community, including appreciation events, town halls, special event days and annual convocation ceremonies. This position is guided by the vision, mission and goals of the university. This position interacts broadly with individuals from both within and external to the university, including the Senior Administration team, dignitaries, external and internal vendors and colleagues from across campus.
In this role, the incumbent is expected to support the "brand" of the University and as such their responsibilities have significant impact as they reflect on both the University, the Office of the Vice-Provost and the University of Guelph and Humber Polytechnic, our partner institutions.
Convocation Planning - Plan and project manage the delivery of graduation ceremonies once per year:
- Contribute to the development of operational workplans for convocation and events, planning activities to meet departmental and university strategic goals
- Manage the overall critical path, meeting agendas and weekly action items to ensure timelines and benchmarks are achieved. Lead planning team meetings.
- Manage graduate, guest and staff attendance; set up and manage associated registration systems and troubleshooting as needed
- Oversee venue, suppliers and logistics and coordinate event day attendance and requirements
- Recruit, train and manage convocation event day staff (approximately 100 people)
- Conduct risk assessment, and review accessibility requirements to develop a plan for accommodations where required
- Secure participation from and brief principal ceremony participants (Presidents, Vice-Provost, Deans, and other executive staff)
- With the Office of the Vice-Provost and convocation leads at the University of Guelph, manage nomination process for Honorary Degree Recipients; coordinate approved Honorary Degree recipient's participation in the convocation ceremonies
- Plan ceremonies using application to graduate data, past conversion rates and update the Schedule of Ceremonies with key participant roles; produce convocation scripts
- Oversee event day execution including set up, timing, schedule adjustments and problem solving
Institutional Events - Organize and implement campus community events (guest speakers, special event days, employee appreciation events, town halls etc.) including securing venues, arranging for space contracts, creating and revising room layouts for each event, arranging catering, ordering audio visual equipment, ensuring appropriate decor, and generally serving as the lead liaison with university clients and vendors on event-related matters.
- Determine representation for planning committees and coordinate participation with departmental managers, program heads, department heads and senior leadership as required
- Lead plan for event requirements and facilitate meetings and communication with stakeholders
- Anticipate event logistics and timelines, develop event work back schedules and critical paths
- Develop a plan to recruit volunteers and staff to assist with events
- Produce appropriate invitations and signage
- Arrange for event set-up and take-down
- Develop communications and promotional plans for the event in conjunction with the Communications and Public Relations department
- Prepare all materials and logistical requirements for the events - name tags, signage, giveaways, audio visual equipment, catering, etc.
- Prepare proposed budget for each event for approval by internal stakeholders
- Ensure that all facility and event requirements adhere to university policies and relevant legislation, following risk management protocols in event planning to protect the health and safety of all participants
- Present to Project teams/task forces pre and post event
- Collect and submit invoices for payment
Event Communications - Ensure correct information is circulated to staff, students, parents and external audiences in a timely manner in the most appropriate format
- Manage the production of the graduation program both in print and digital in accordance with the University's brand guidelines
- Work with internal Communications and Public Relations team to update and manage the graduation web pages
- Plan event related content for the appropriate social media channels
What you bring to the role: Education: - Undergraduate degree from a recognized post-secondary institution
- Certificate in Event Planning/Management, Project Management or Special Events is an asset
Experience: - The incumbent will also have 5-9 years of practical work experience in:
- Planning and executing major events with significant autonomy for the outcome. Familiarity with convocation/graduation ceremony planning is considered an asset.
- Project and operational management, organizational development, time management skills; ability to prioritize tasks and meet deadlines
- Able to make independent decisions using good judgement to identify challenges and propose solutions.
- Strong client service orientation and proven ability to interact/communicate effectively in a diverse community
- Demonstrated success in leading/supervising staff, preparing work plans, establishing meaningful priorities
Skills - Able to make independent decisions demonstrating good judgement
- Strong client service orientation and proven ability to interact/communicate effectively in a diverse community and with stakeholders at all levels of the institution (staff, faculty, students, senior leadership) and externally (vendors, guests, venue staff etc.)
- Demonstrated success in leading and supervising staff, preparing work plans, establishing meaningful priorities and managing event budgets
- Strong oral and written communication skills
- Competency in office software, including databases. Familiarity with Qualtrics is an asset
- A high degree of interpersonal acumen, professionalism and diplomacy, with demonstrated ability to maintain relationships
- Exceptional ability to multi-task with a proven ability to meet deadlines without compromising quality
- Skilled at problem solving and adapting to changing situations and unanticipated challenges
Application Process Applications should be submitted electronically through the Humber Polytechnic careers portal. Applications should include: a detailed resume and a cover letter indicating how you meet some or all of the criteria.
What's in it for you? - An opportunity to be a part of building the University of Guelph-Humber's future.
- Be part of a diverse, hard-working, and supportive team.
- Tools and technology that will allow you to succeed at your job.
- Work/Life balance with above-average days off due to university closure schedules.
