University of Waterloo Waterloo, ON, Canada
Jul 20, 2017Full time
Events, Communications, and Administrative Coordinator Requisition ID 2017-1738 Job Category Administration Department 5720 - AVP Hum Right, Equity & Inclus Job Status Regular Full-Time Hiring Range $53,120 - $66,400 Overview The Events, Communications, and Administrative Coordinator will provide efficient and effective leadership in program execution, event management, communications, outreach, and administrative responsibilities. They will act as a liaison for the Associate Vice-President, Human Rights, Equity and Inclusion with diverse stakeholder groups on campus (students, staff, faculty and senior administrators) and off (community groups, global corporations, leading universities) to promote equity and inclusion while increasing campus and community engagement, and encouraging positive relationships locally, nationally, and internationally. This position is contingent on funding. Responsibilities Administrative Management Responsible for the day-to-day management of the office In alignment with the Associate Vice-President, coordinates the activities of the office Recommends changes/improvements and follow through to implementation of all technical and service matters for the physical office and its members Responsible for the management of the Associate Vice-President’s calendar and briefing materials Coordinates and schedules appointments, logistics and arrangements for internal and external meetings and trips as required Provides facts, information, options, work planning for the day to day operations of the Office Conducts research on equity related matters and assists with writing reports, presentations, and projects Leads projects as assigned by the Associate Vice-President Reports on progress and performance of strategic projects and initiatives to the AVP as required Coordinates data collection and management Program and Event Management The Events, Communications, and Administrative Coordinator is the project leader on certain programs/events/meetings including development, execution and evaluation Develops and ensures the use of project management strategies to ensure that events and meetings are effectively and efficiently managed Assesses and recommends new events and programs to promote a culture of equity, inclusion, and diversity and build campus engagement Prepares and disseminates agendas, minutes, memoranda, and reports Ensures all arrangements are in place, troubleshoots when required and ensures the AVP has all necessary information for program/events Financial Management Responsible for management of operating accounts and special purpose accounts for the Office Briefs the AVP on financial matters affecting the Office Ensures the day-to-day financial activities of the Office are carried out according to best practices and comply with University policy and procedures Manages spending of approved budgets and provides advice relating to expenditures Acts as internal controller, monitors all accounts and investigates over expenditures or irregularities Reconciles all accounts monthly Ensures all bills are paid within the current fiscal year This position is responsible for management of operating and special purpose accounts, financial reporting, paying invoices and reconciling expense accounts for the Office. Communications Management Develops and manages an integrated communications plan Manages, and grows the Office’s presence through newsletters, blogs, website, Twitter, Facebook and other strategically and relevant online properties Learns new technologies and remains current on best practices in communications Works with central and faculty communication staff to identify, develop, and promote equity driven initiatives across campus Prepares speeches and speaking remarks for the Associate Vice-President Liaises with graphics and related services about the development of documents, event materials, and advertising Liaises with Information Systems Technology (IST) to coordinate, assign, track and resolve client initiated problem reports on behalf of the Associate Vice-President’s Office Escalates complex technical issues to IST, as required Qualifications University degree or equivalent experience and education. Demonstrated experience performing duties related to administrative management, program & event management, financial management and/or communications management in a fast paced office environment; experience in a university work environment is preferred Previous experience creating communications plans and actively engaged in social media Previous experience with and content knowledge of various equity seeking groups that will aid the development of programs events, materials, reports, and presentations. Exceptional ability to multitask in a highly dynamic environment and a proven ability to manage large volumes of work, conflicting priorities, and competing deadlines. Collaborative team player comfortable leading as well as executing and taking constructive input from multiple sources. Ability to provide unobtrusive support to the AVP and the AVP’s team by earning the trust and confidence of them. Communicates effectively, precisely and professionally with internal and external sources. Proactive in anticipating the needs of the AVP and their team members and ability to manage tight deadlines. Excellent communication, problem solving, organization, creative thinking, interpersonal, technical and writing skills. Ability to think strategically and with a high capacity for work including a willingness to work flexible hours. Experience managing a budget and implementing innovative administrative processes. Strong project and event management skills. Exceptional service skills acquired in a university setting or a multi-stakeholder environment. The Events, Communications, and Administrative Coordinator will be a self-starter, have a strong entrepreneurial spirit, driven to engage with a wide-range of internal and external stakeholders, and will take proactive measures to enhance the profile of the Office. Advanced experience with Microsoft Office programs, SharePoint, Adobe Acrobat Professional, digital communications, and the Waterloo Content Management System.