University Relations Events Coordinator

Application Restrictions

Open to both Internal and external

Job Type

Support Staff (CUPE)

Posting In effect from

15/11/2023

Closing Application Date

29/11/2023

Closing date for internal CUPE applicants

29/11/2023

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants.

Full/Part Time

Full Time

Support Type

Ongoing

Anticipated Start Date

8/12/2023

Position End Date (If Applicable)

The Hours of work are subject to change depending upon departmental requirements

Schedule

Varied

Schedule Description

This person will be required to work outside of the standard workday to assist with some events and ceremonies.

DUTIES

The Events Coordinator oversees TRU Institutional Sponsorship and all University Relations events, including Convocation. Using knowledge of the University's mission, history, programs, goals, philosophy and funding needs, the role coordinates a strategic, targeted approach to Sponsorship and University Relations events that are used to establish and maintain support and to ensure that institutional, donor cultivation, stewardship and financial objectives are achieved.

MAJOR DUTIES & RESPONSIBILITIES

Coordinate high level University Relations events, working with the Office of the President, Vice-President University Relations, Office of the Provost, and stakeholders including Kamloops dignitaries, major gift donors and supervising volunteers.

Plan and organize Convocation and other University Relations events on and off campus including, awards ceremony and department events.

Required to attend Convocation and University Relations events at TRU and Williams Lake campus.

Identifies, trains, coordinates and monitors volunteers for all events, programs and committees; participates in development of annual plans in conjunction with volunteer committees and contractors.

Coordinates the involvement of internal service providers including, but not limited to, Marketing and Communications, Media Services, Facilities, campus food services and conference services to deliver requirements for events.

Manage all vendor and service provider relationships, invoicing and correspondence.

Coordination and supervision of contracted event and management service companies to ensure all external events profile the University in a professional and positive manner to the public and in the media.

Monitor and assist all Faculties, Schools and Departments on campus in organizing events to ensure events are executed with high quality, consistency and to ensure protocols are met.

Establish and manage guest lists, workflow and budget for all events.

Provides on-site inspections on and off the TRU campus, monitors services for events, including room set-up, menu, equipment needs and overall venue appearance; liaises with Ancillary Services, outside contractors and Kamloops dignitaries.

Coordinates the establishment and maintenance of standards, formats, policies and processes for developing invitation and guest lists, issuing invitations, accepting and recording replies/registrations, creating event itinerary and content, preparation of remarks, pre-event briefings and debriefings.

Coordinates with internal and external partners the designing of marketing programs, advertising and promotional materials for approval by the Manager of Events and Ceremonies and prepares marketing materials and invitations to various events.

In collaboration with Media Relations and Communications, identifies and implements effective communication and media relation strategies and tactics with respect to events.

Works with the Office of the President, Government Office's and internal departments (event specific) to compile invitation lists for each event based upon the identified objectives of the event.

Maintains resource materials including the Advancement database, mailing lists and events information including attendees at each event for the purpose of tracking and identification of supporters.

Collects and analyzes information for writing and compiling formal documents and presentations for the executive level of the university.

Compiles surveys and statistical data, and prepares reports.

Prepares agendas and minutes for the various committees.

Coordinates Social Media strategy for all events

REPORTS TO Manager, Events and Ceremonies

QUALIFICATIONS

EDUCATION:

Bachelor's Degree in relevant area.

EXPERIENCE:

Five years' related experience in event management, supervising volunteers, working with board members, Government officials, community organizations and donors; including:

One (1) year of event management experience

One (1) year experience in editing, writing communication, promotional materials, timelines, minutes and agendas

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

Ability to deal courteously and tactfully with staff, students VIP's, Government officials, donors and members of the general public

Ability to communicate effectively both verbally and in writing

Excellent time management and organizational skills with the ability to be results oriented and to juggle conflicting priorities while working within tight timeframes and demanding workloads

Demonstrated planning, writing and presentation skills suitable for the senior level of the university

Electronic publishing, print production (web and off-set), Advanced Microsoft Suite knowledge, survey software and reporting

Updating information for the web and using many social media tools

Demonstrated ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines

Advanced knowledge of the hospitality industry

Ability to maintain a high degree of attention to detail

Knowledge of the University's mission, history, programs, goals, philosophy and funding needs

High level of tact, discretion and ability to handle and maintain confidential information with the ability to respond appropriately and use judgement when to refer to the Director, Annual Giving and Donor Services and AVP of Advancement

WORKING CONDITIONS

Sitting at a desk for long periods of time

General office conditions

Travel required within Canada

Ability to lift and load up to 25 kgs

Ability to stand for long intervals

Work outside in all types of weather

Adaptable schedule during event periods

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.

Pay Band

$31.18 - $34.65 ( CUPE Grade 09 (90% - 100%) )

Salary rate

This Position is not subject to a 90% start rate for new Employees.

Location

Kamloops, BC CA (Primary)

# of Hires Needed

1

Organizational Unit

Thompson Rivers University -> University Relations

Diversity and Inclusion Commitment:

Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.