Sheridan College Oakville, ON, Canada
Oct 16, 2019Full time
Special Event Services Coordinator Job Number : J1019-0656 Application Deadline : October 21, 2019 Job Title : Special Event Services Coordinator Faculty/Department : Community Engagement, Special Events and Ceremonies Preference will be given to qualified full-time employees within the bargaining unit at Sheridan College. Should a suitable candidate not be found, external candidates will be considered. Employee Group : Support Staff Campus : Trafalgar (May be assigned activities at any Sheridan campus) Payband : H Reference Number : 19/S/102 Hourly Range : $31.37 - $36.42 Hours : 9:00am – 5:30pm Hours/Week : 37.5 Application Deadline : October 21, 2019 Reporting to the Manager, Special Events, Ceremonies and Protocol, the incumbent ensures high quality and professional image for Sheridan by effectively managing the overall execution of special events including planning, coordinating, executing and evaluating a variety of large, key, complex external and internal corporate and special events. Specific Responsibilities: Planning, coordinating, executing and evaluating a variety of events, ensuring event objectives are articulated and addressed, details are effectively managed and that learnings are collected and applied to future plans; Designing and planning the physical, visual and sound components of events to ensue Sheridan’s quality reputation is enhanced, as well as implementing setup to meet such event requirements; Planning events that comply with all legislation, policies, and guidelines of Sheridan, including all health and safety and fire codes, following risk management protocols and overcoming obstacles that may present themselves; Developing marketing and communications plans around events to ensure that each event attracts the widest relevant audience, that the objectives of the event are understood by all parties and that the event enhances Sheridan’s overall corporate strategic objectives; Liaising with suppliers to ensure contracts are fulfilled in the execution of an event and to ensure suppliers are meeting timelines and quoted pricing Prepare detailed critical paths and event briefing notes which include event overview, event details, planning and event logistics and implementation. Creating a welcoming environment by coordinating and implementing logistics for invitations, RSVPs and guest lists, special arrangements or equipment; Recruiting, coordinating and overseeing event volunteers as needed; Accountable for location/venue organization of all physical requirements specific to events such as staging, seating and equipment rentals, electrical requirements, parking, security, accommodations, entertainment, and caterers. Acting as a consultant, providing advice and leadership to Sheridan faculties and departments planning their own events; Performing other related duties as assigned. Qualifications: The successful candidate will have a 2 year diploma in Events Management, Business, Public Relations or a related discipline, along with a minimum of 5 years practical experience with large scale, complex conference and event planning, execution and project management (or an equivalent combination of education and experience). The successful candidate will have experience managing budgets, invoicing, processing financial materials in a timely fashion while working independently and solving a wide range of problems. The position requires the ability to work under pressure, handle several projects at once and meet deadlines. The incumbent must have some experience/exposure working with VIPs, dignitaries, government officials from all levels of government. and understand protocols. The ability to use Microsoft Office, Financial Information Systems, spreadsheet and calendaring software, as well as to perform email/internet functions is required. Knowledge of Caterease software is an asset. The incumbent must have knowledge of the Liquor Licensing Board of Ontario Acts. Smart Serve Training and Certification are required within six months of the start date. The incumbent must have a valid drivers’ license and access to a reliable vehicle. Sheridan welcomes diversity in the workplace and encourages applications from all qualified individuals, including visible minorities, Indigenous People, and persons with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), Sheridan is committed to accommodating applicants with disabilities throughout the hiring process. At any stage of the hiring process, Human Resources will work with applicants requesting accommodation. Note: Copies of educational credentials are requested at the time of an interview. As a condition of employment, Sheridan requires confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency.