Wilfrid Laurier University Waterloo, ON, Canada
Sep 21, 2018Contract
Posting ID : 9815 Apply By : 9/24/2018 Position Title : Welcome Centre and Events Coordinator Department : Recruitment and Admissions Job Type : Full-time, Limited Term Campus : Waterloo Reports To : Manager, Marketing and Communications Position Summary : At Laurier, we are a community. It’s what brings our students here and what keeps our people here. As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community. We currently have an opportunity to join the Laurier community as a Welcome Centre and Events Coordinator. At Laurier, we are a community. It’s what brings our students here and what keeps our people here. As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community. We currently have an opportunity to join the Laurier community as a Welcome Centre Coordinator within the Recruitment & Admissions department. Reporting to the Manager, Marketing & Communications, the Welcome Centre & Events Coordinator works as a member of the Recruitment & Admissions team to ensure the enrolment management goals of the university at large are met. This team will implement strategic plans to advance the position of Wilfrid Laurier University nationally and internationally as a destination for high caliber students. The Welcome Centre & Events Coordinator plays a key role in coordinating events and implementing the campus visits strategy to attract students to Laurier, ensuring that each and every experience one has on campus is an exceptional one. During the year, our Waterloo campus welcomes over 6,000 visitors from over 70 countries to campus through tour bookings and other hosted events. The Welcome Centre is the first point of contact for these visitors. The incumbent's primary responsibility includes managing the operations of a Welcome Centre which serves the entire campus community. Those main functions include: being the primary point of contact for visitors to campus, overseeing the Ambassador Tour Program, organizing on-campus recruitment events and supporting other on-campus recruitment-focussed events. Research supports the fact that a campus visit is the single most influential strategy in a student’s decision to attend a university. An exceptional experience on their campus visit is highly impactful and there is no margin for error without significant impact on prospects and their families’ impression of the university. The incumbent must be highly knowledgeable about Laurier’s programs and services, have a desire to work with students (both domestic and international), be able to work independently, and have the ability to set priorities and meet deadlines in order to deliver high quality service and events. Significant contacts include prospective students, parents, the high school guidance community, the Laurier community, and peers from other universities. This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations. Accountabilities : Welcome Centre Coordination Coordinates an extensive campus visits program, the principle component being prospective student campus tours. On average, we execute over 600 campus tours and host 7,500 guests each year Responsible for the coordination and execution of Open House events including a Fall Open House (6,000 visitors), a March Break Open House (3,000 visitors) and supports several faculty-specific and residence-specific events throughout the year Collaborate with individuals across Enrolment Services, academic faculties, support services and departments across the university to develop materials and communications that are critical to the success of the campus visits program Responsible for having an extensive knowledge of Laurier’s programs, services and departments in order to professionally advises senior high school students, parents, school counsellors, other school officials and community groups on academic and university choices. Provides exceptional service via email and phone to ensure information needed to make key decisions is provided promptly and with a personal touch Professionally representing all facets of the University by developing and delivering dynamic, informative, and engaging presentations to small, medium and large groups who visit campus Collaborates with other departments, such as faculty and departmental representatives, athletics, residence, co‑operative education, and accessible learning to deliver customized campus tours Responsible for collecting and reporting on the campus visit operations statistics to inform strategic decision making re staffing, resource allocation and new initiative development Coordinates the annual international applicant call campaign. Provides training on the script, how to handle difficult questions and responses, and ensures that applicant data is available and distributed to callers Coordinates key international applicant engagement initiatives, such as the call campaign and pen pal program using international student ambassadors and current students. The pen pal program runs from September through to March each year Ensures the day-to-day activities are executed in collaboration with co-op students and student ambassadors, including, but not limited to, responding to campus tour requests, booking group tours, greeting visitors upon arrival, presenting information to visitors and responding to inquiries Student and Ambassador Mentorship and Supervision Supervises co-op students, work-study students and over 40 paid student ambassadors. This includes their hiring, payroll, disciplinary action (when necessary), training, and on-going coordination of their daily activities Develops, implements and evaluates the student ambassador training program, alongside co-op student staff, to ensure the student ambassador team are well-trained and able to effectively carry out their roles. This training involves campus partners and is typically completed during the summer months Provides leadership to the ambassador team, and to co-op student staff who will be responsible for overseeing the summer training weekend, conducting bi-weekly training sessions, providing daily guidance to student ambassadors. The Coordinator fosters, recognizes and rewards supportive mentorship, respectful communication and positive energy The Coordinator plays a leadership role in the area of customer service. They develop and deliver training sessions to ensure outstanding service is a key element of all undergraduate recruitment and marketing strategies Marketing Strategies and Research Applies an evidence-based decision-making approach to recommending and implementing changes to the delivery of on-campus events, the campus visits strategy, and new/innovative programming for prospective student events based on the collection and analysis of surveys and internal/external research sources Develops and writes Strategic Marketing Action Plans (SMAPs) for all strategies that they are responsible for. The SMAP will detail the objectives, tactics, responsibilities, work-back schedule, budget and outcomes for open house events, special events and the campus visits strategy Advises the Manager, Marketing & Communications on campus visit strategies for recruitment and admissions, and ensures the proper control of expenditures for the strategies for which they are responsible. They also participate in recruitment events, and such general and specific duties as deemed necessary Responsible to do yearly environmental scans which requires researching campus visit operations at other institutions and reports back on findings, making recommendations for changes to our operations Event Planning and Management Organizes and executes on-campus events such as open houses, and supports the execution of hosting international delegations, guidance counsellor days, Specialist High Skills Major events, and other recruitment events Responsible for the individual budget for each event, including negotiating contracts with vendors, signage, catering, and processing payments Responsible for all event coordination responsibilities of on-campus events including: facilities, signage, technology needs Assign responsibilities, supervise and direct the ambassador team throughout open house events and other on-campus events Coordinates pre- and post-event planning and review meetings, providing statistics, recommendations for changes, and proposes new ideas to improve the event planning and implementation process Creates, updates and maintains critical path documents for all of the responsibilities and projects within this portfolio Qualifications : Bachelor’s degree or College Diploma plus at least one year of relevant work experience Proven experience in large scale event management with clear demonstration of independent decision making and the ability to work independently with remote supervision Proven ability to deal with multiple demands and priorities, and often competing deadlines Previous direct supervisory experience and the ability to provide leadership and guidance to multiple student employees working on a diverse variety of tasks at any given time Demonstrated skill/ability in the following areas: dealing courteously and effectively with people; exercising good judgement and initiative; attending accurately to detail; analyzing, interpreting and presenting and answering inquiries in a clear and concise manner; tact and diplomacy essential Experience in providing superior customer service in order to advise current and prospective students with the cultural awareness and sensitivity required to serve those from a variety of backgrounds and nationalities Exceptional public speaking skills and effective, engaging presentation and training skills for small and large groups Familiarity with the application process and OUAC is an asset High degree of computer literacy and competency. Must be able to use Excel, Word and PowerPoint to present reports, track budget expenditures and track data on a monthly basis. Must be able to learn new computer applications quickly Must have demonstrated superior organizational skills pertaining to administrative work and organizing special events. (i.e. Ability to prioritize workload) Knowledge of Wilfrid Laurier University and its programs is an asset Appreciation of diverse perspectives and ability to work with diverse groups including members of the university administration, faculty, staff, students, external suppliers and secondary school staff and administration Ability to lift boxes and equipment up to 25 pounds Ability to work outside of normal work hours including evenings and occasional weekends Grade : WLUSA-07 Salary : $31.30 - $36.82 Salary Notes : This is a full-time, limited term position until March 15, 2019. The anticipated start date for this position is October 1, 2018. This position is eligible for educational equivalencies: https://lauriercloud.sharepoint.com/sites/human-resources/employee-relations/employee-groups/Pages/wlusa.aspx Please Note : This position is represented by the WLU Staff Association bargaining unit. Please submit a cover letter and resume. Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors . Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at email@example.com . Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Diversity and Equity Office at firstname.lastname@example.org . We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or email@example.com .