Coordinator, Events & Alumni Relations

  • University of Toronto
  • Toronto, ON, Canada
  • Aug 10, 2018
Full time Customer Service Event Coordination Event Planning

Job Description

Coordinator, Events & Alumni Relations 

Job Number: 1803522 

Faculty / Division: Faculty of Medicine 

Department: Advancement 

Campus: St. George (downtown Toronto)   

Reporting to the Events Specialist in the Office of Advancement, the Coordinator, Events & Alumni Relations is responsible for key front-line customer service for the Alumni Relations and Events unit in the Faculty of Medicine’s Office of Advancement. Primary responsibilities include: assisting with the planning and coordination of alumni, stewardship and cultivation events including annual signature events and taking RSVPs for events. Additionally, the incumbent is responsible for providing high-quality pro-active support for the alumni relations activities of all 26 academic units within the Faculty of Medicine.

The incumbent must provide outstanding customer service and be able to foster positive relationships with internal and external customers. Acting as an ambassador for the Advancement Office and the University, s/he fosters important relationships with alumni, volunteers, students and faculty in a professional and diplomatic manner. The incumbent is required to work evenings and weekends to accommodate the events schedule


Bachelor’s degree or acceptable equivalent combination of education and experience.

Minimum three (3) years relevant experience. Demonstrated experience in front-line customer service, event coordination and logistics and project management. Experience maintaining mailing lists and managing databases including online registration software. Knowledge of the Faculty of Medicine, the University of Toronto and advancement work is an asset. Experience independently preparing reports and developing correspondence, surveys and work plans. Experience coordinating logistics and researching/liaising with vendors, suppliers and venues. Experience with execution of events including setup/teardown. Experience providing committee support (ie. taking minutes) and coordinating schedules. Experience developing and maintaining relationships with a diverse range of stakeholders.

Excellent customer service skills are essential as is accuracy and attention to detail. Outstanding time management and organizational skills are required. Excellent computer skills with sound working knowledge of PC platforms; high level of proficiency with word processing, spreadsheets, e-mail, internet, and presentation software.

Ability to meet deadlines under pressure; ability to work as part of a team working on many projects and respond to requests from various team members; resourceful and able to identify solutions; ability to respond effectively to a broad range of levels of individuals internal and external to the University including alumni, donors, students, faculty members and volunteers; ability to understand and manipulate complex data in Excel and other formats; ability to work with confidential information; ability to independently draft written materials for review and distribution.
Travel: Limited 
Notes: This is a term position until April 10, 2020.
Employee Group: United Steelworkers (USW) 
Appointment Type: Budget - Term 

Schedule: Full-time 

Pay Scale Group and Hiring Rate: USW Pay Band 09 -- $56,272 with an annual step progression to a maximum of $71,963. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.   

Job Field: Advancement & Alumni 

Job Posting: Aug 9, 2018 

Job Closing: Aug 22, 2018, 11:59:00 PM