Queen’s University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Queen’s University Kingston, ON, Canada
Jul 16, 2019
Full time/Contract
Events Officer   Competition Number:  J0719-0543 Position Title:  Events Officer Employee Group:  Support Staff - USW Local 2010 Job Category : Other Professionals Department or Area:  Advancement Communications, Marketing, Events and Donor Relations Location:  Kingston, Ontario, Canada Grade:  07 Hours per Week:  35 Job Type:  Term Length of term:  1 year Shift:  7 Monday - Friday Number Of Positions:  1 Date Posted:  July 15, 2019 Closing Date:  July 23, 2019 About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more. We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society. Come work with us!   Job Summary Reporting to the Manager, Advancement Events, the Events Officer will work with event clients to design, implement and evaluate events tailored to multiple audiences including alumni, donors, parents, community members, volunteers, the alumni association and its branches, and other friends. Events range from alumni award celebrations and gift announcements to alumni and donor events with the Principal and educational forums. Formats range from large formal black-tie gatherings through stand-up receptions, to “tams welcome” spirit events like Homecoming. They are held on and off campus, across the country and, occasionally, internationally.  The incumbent must combine sound judgment, exceptional interpersonal skills, strong project management skills and attention to detail. The incumbent must be an excellent communicator who is at home in high-pressure, fast-paced environments.  This position requires the incumbent to regularly travel and work evenings and weekends and is subject to the Averaging and Travel Time Credit provisions of the USW Local 2010 Collective Agreement. Job Description DUTIES AND RESPONSIBILITIES: • As a member of the Events team, works with colleagues to create a full repertoire of event designs, concepts, and measures to ensure that events serve a wide variety of strategic goals from a diverse group of clients. • Consults, advises and partners with event clients both inside Advancement and outside, including Faculties and Schools, the Principal’s Office, the Office of the Provost, and the University Secretariat to plan, stage and evaluate a variety of events for multiple audiences in locations ranging from the campus to international cities of strategic importance to the university.  • Collaborates with volunteers to plan and stage a variety of events, ensuring alignment of goals and effectiveness of planning and delivery. Appreciates the differences between volunteer-driven and staff-driven events, and adapts style accordingly; is adept at developing partnerships with volunteers.  • Assists in overseeing event budgets, timelines, and other aspects of the event project, ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction. Works effectively with event external suppliers to reach optimum event solutions and services.  • Understands the emerging trends of alumni, volunteer, and donor behavior, including demographic cohort trends such as “young alumni”, to identify new and dynamic event opportunities that address these trends. • Demonstrates commitment to continuous improvement through applied bench marking efforts, and data-driven decision-making. With senior event colleagues, assembles and analyzes data; reports findings to key stakeholders accurately and on time. Monitors, recommends and implements enhancements to event processes and systems that enhance efficiency and promote quality of services. • Represents the University and Office of Advancement to external audiences, including alumni, donors, volunteers, members of Queen`s faculty and staff, and other friends, community and professional organizations, meetings and conferences. • Undertake other duties as assigned in support of the unit and/or department. REQUIRED QUALIFICATIONS: • University degree. Equivalent combination of post-secondary education and practical experience in a relevant field will be considered. • Several years (3+ minimum) of relevant experience in planning and staging a wide variety of special events that support relationship-building, preferably in an educational setting. • Leadership ability and proven project management skills.  • Working towards or possesses event professional certification; Canadian Special Event Professional (CSEP) certification preferred.  • Demonstrated successful experience in coordinating multiple tasks, while meeting deadlines and maintaining accuracy. • Proven ability to identify, develop and solicit event sponsorship opportunities. • Proven ability to develop and maintain close working relationships with a variety of clients including volunteers and third party service providers. • Proficient computer skills, including the operating systems Windows, Microsoft Office Suite. Experience with large database management systems, preferably in a networked environment (BSR-ADVANCE) and online event registration applications experience an asset. Ability to adapt to changing technology considered a must. • Extensive knowledge of University Structure as it relates to the overall hospitality industry will be considered an asset.  • Ability to travel and work evenings and weekends. Valid G-Class driver’s license considered an asset. SPECIAL SKILLS: • Superior communication and presentation skills to gather information and deliver key messages accurately and with empathy to alumni, students, parents, faculty, staff, donors, volunteers and third party service providers. • Strict attention to detail and accuracy with an appreciation for the implications of errors for the University and the Office of Advancement.  • Excellent time management and organizational skills, with the ability to be results oriented and to juggle conflicting priorities flawlessly, while working within tight timeframes and a demanding workloads.  • Strong customer service focus with a proven ability to establish and maintain effective working relationships with a broad range of internal and external audiences. • High level of tact, discretion and confidentiality, with the ability to respond to sensitive and/or controversial situations. • Ability to win cooperation, to facilitate groups of people to work toward, and success in shared goals. • Strong degree of flexibility, initiative and resourcefulness to work independently. • Highly motivated, innovative, creative and strategic thinker with a high level of self-confidence and energy to undertake diverse responsibilities.  • Seeks continuous improvement by thinking of events in a strategic manner, and adopting creative approaches to engage stakeholders and increase organizational effectiveness through work tasks and outcomes. DECISION MAKING: • Makes decisions affecting the planning and execution of events in consultation with the Manager. Identifies and implements, in consultation with senior staff, best methods to ensure programs meet the University’s engagement goals. • Works with senior staff, identifies and implements best methods to ensure programs meet the University’s engagement goals. • In collaboration with senior staff, identifies optimum practices for organizing and publicizing events by evaluating several factors such as cost effectiveness, need, interest, etc. • Works with the Manager and the other senior Events Officer to identify and recommend new event opportunities that enhance the visibility of the university and supports strategic goals. • Human and fiscal resource decisions - identifies resource needs to optimizes program delivery in a fixed resource environment.  • Anticipates, analyzes and solves problems, and recommends solutions. • Determines when to defer more complex issues to senior departmental staff.  • Delegates work to appropriate support staff when necessary.  • In collaboration with senior staff, develops criteria for evaluating the success of event strategies. Closing Statement The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, racialized/visible minorities, Indigenous/Aboriginal Peoples, persons with disabilities and LGBTQ+ persons. The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at <ahref="mailto:hradmin@queensu.ca">hradmin@queensu.ca.