Events Specialist (TERM)

Date Posted: 05/09/2024
Req ID: 37285
Faculty/Division: Faculty of Arts & Science
Department: Communications and Public Affairs
Campus: St. George (Downtown Toronto)
Position Number: 00052787

NOTE: This is for a TERM position ending in July 2025

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Your opportunity:

The Office of Communications & Public Affairs at Faculty of Arts & Science (A&S) at the University of Toronto facilitates numerous activities, events and programs on behalf of the Office of the Dean and other academic units within A&S. These events support reputation building and pride of place by highlighting and showcasing the strengths and achievements of our faculty, students, and staff to our various target audiences.

Under the general supervision of the Director, Stakeholder Communications & Marketing, the incumbent is responsible for the development, execution, and evaluation of events for the Dean’s Office and other academic units in the Faculty of Arts & Science. They will provide strategic advice and support to stakeholders and partners on events from conception through execution, from analyzing their needs and making recommendations on event ideas and concepts to developing marketing and communications plans to best support event promotion and activities. In addition, they will support event management, including, but not limited to, determining logistical requirements such as space, on-site supervision and event direction, and managing and making recommendations for technology for hybrid events using various online tools such as zoom, teams.

Your responsibilities will include:

• Building and strengthening relationships with stakeholders and partners of strategic importance
• Conceptualizing, organizing and executing event activities
• Developing marketing/communications strategies that support fundraising campaigns and programs
• Coordinating the schedule for program and event calendars
• Working with vendors to obtain quotes and pricing
• Booking vendors/suppliers for events (e.g. catering, A/V services, other) as required
• Conducting post-event evaluation, analysis and recommendations for changes
• Acting as the first point of contact for event-related enquiries
• Resolving issues that may occur during events and escalating problems as required
• Providing detailed instruction on development of event promotional materials
• Assisting with uploading events to the Arts & Science events webpage
• Assisting with the upkeep of event related admin files

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years recent and relevant experience developing and coordinating professionally executed events and programs, preferably in a university setting
• Experience developing compelling communications/marketing strategies and content for a variety of mediums, including print, digital, and social media, to increase outreach and engagement
• Experience directing activities of events staff
• Experience managing event accounts including preparing invoices, tracking income and expenditures, making purchases, and preparing financial summaries
• Demonstrated experience conducting post-event evaluations and analysis
• Experience with livestreaming and virtual event technologies (such as Zoom, YouTube, StreamYard, Wirecast or similar) and CRM / marketing systems (such as Salesforce, Marketing Cloud, MailChimp) are an asset
• Experience in managing multiple and concurrent deadlines and initiatives
• Self-starter with the ability to establish and maintain a strong network of contacts and resources, both internally and externally
• Proficiency in MS Office suite (e.g. Word, Excel, PowerPoint), content management systems (e.g. WordPress and Drupal), and social media platforms (e.g. Facebook, Twitter, and Instagram)
• Familiarity with online registration software (e.g., Eventbrite) and survey software
• Proven ability to demonstrate sound judgment and tact under pressure
• Strong verbal, analytical, and written communication skills; well-developed interpersonal and customer-service skills
• Knowledge of University of Toronto structure, policies, and procedures

To be successful in this role you will be:

• Adaptable
• Articulate
• Communicator
• Efficient
• Organized
• Resourceful
• Responsible
• Team player

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 05/21/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term NOTE: This is for a TERM position ending in July 2025
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $78,308 with an annual step progression to a maximum of $100,144. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Hospitality

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.