Queen’s University Kingston, ON, Canada
Jun 12, 2019Full time
Recruitment and Events Coordinator Competition Number : J0519-1095 Position Title : Recruitment and Events Coordinator Employee Group : Support Staff Job Category : Administrative Department or Area : Applied Sci - Faculty Office Location : Kingston, Ontario, Canada Salary : $46,026.00/Year Grade : 06 Hours per Week : 35 Job Type : Permanent (Continuing) Shift : 7 Monday - Friday Number Of Positions : 1 Date Posted : June 11, 2019 Closing Date : June 25, 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, Student Services, Administrative, Recruitment and Events Coordinator is responsible for providing administrative support for core student-focused services, as well as the planning, implementing, coordinating, and ensuring the successful outcome for a range of events on behalf of the Faculty of Engineering and Applied Science (FEAS). The incumbent also supports student centred recruitment activities, and performs other related duties in support of FEAS. The incumbent works closely with the Associate Dean (Academic) and members of the Student Services team. The schedule for this position requires the incumbent to work outside normal business hours such as evenings and / or weekends and occasionally travel overnight when conferences and other special events are outside Kingston, adjusting weekly work hours to meet program needs. Job Description KEY RESPONSIBILITIES: • Oversees and coordinates the planning, implementation and execution of annual and special events on behalf of FEAS, ensuring adherence to budget and timelines. Organizes and plans specific student-focused events (e.g. March Break Open House, Universities Fair, Queen’s Fall Preview Open Houses, etc.). • Represents FEAS and participates as a member on various committees related to the planning and execution of student recruitment events. • Coordinates ad hoc requests for special events sponsored by the Faculty such as weekend workshops, conferences, retreats, receptions, breakfast/lunch/dinner sessions or meetings, special guest lectures, etc. • Supports the student recruitment process by organizing campus visits for prospective students and / or families by developing the day’s agenda, planning activities, scheduling campus or department tours, and liaising with other departments as required. • Prepares and coordinates first-year student information packages, liaising with key stakeholders as required to ensure information is up to date and complete. • Recruits and oversees student volunteers for events. Creates a volunteer schedule and provides work direction, and technical/functional guidance. Schedules and assigns student volunteer event work, overseeing its completion. Coordinates and monitors event work flow. • Coordinates and supports the bi-yearly Health and Wellness activities for FEAS, in collaboration with the Manager, Student Services, and Engineering Society. • Organizes, arranges, and ensures, the successful execution of the annual Dean Scholars Reception. • Supports the Iron Ring Ceremony by acting as vendor’s (Camp 3) primary point of contact. Works with FEAS departments to determine student eligibility for registration and ceremony. Assists eligible students with ceremony’s registration process and coordinates and organizes Iron Ring information nights and Iron Ring Ceremony, in consultation with others (e.g. Warden of Camp 3). • Provides client focused support for core functions within Student Services, including, but not limited to, providing administrative support to other programs (e.g. Internship program, J-section), assisting with the coordination of discipline changes and / or challenge exams; advising students on program needs, including Dual Degree program; and providing support to the Associate Dean (Academic) on student-focused initiatives as required. • Reception duties when needed, as required • Undertakes other duties in support of the department/unit. REQUIRED QUALIFICATIONS: • Two-year post-secondary program in business administration with a certificate in Event Management • Minimum of 3 years of relevant experience in event planning, preferably in a post-secondary or large institution. University degree in related field considered an asset. • Demonstrated prior recruitment experience within a post-secondary institution with strong focus on creative initiative’s that support and exemplify the philosophy within Queen’s Engineering • Demonstrated successful administrative experience in a fast-paced environment managing competing priorities, requiring quick and appropriate decision-making skills. • Demonstrated experience in planning and successfully executing various types of events. Project management experience considered to be an asset. Highly proficient computer skills, specifically Microsoft Office (Word, Excel, Outlook). Knowledge of PeopleSoft and university structure considered to be an asset. • Consideration will be given to an equivalent combination of education and experience. SPECIAL SKILLS: • Ability to learn and apply learn new software and technology. • Interpersonal and communication skills (verbal and written) to interact with a wide variety of people in many different contexts. • Ability to deal with sensitive issues and deliver information using discretion and diplomacy. • Ability to work as a team member and/or project leader. Ability to lead, support and motivate. • Organizational and time-management skills to coordinate numerous events. • Ability to set goals and to work within tight timelines to meet deadlines. • Sensitivity to how events and circumstances could influence the reputation of the Faculty and astuteness to seek help when intervention is required to protect the Faculty's reputation. • Accuracy and attention to detail in preparing various communications and event arrangements. • Ability to remain focused despite many different duties, frequent interruptions, and / or conflicting priorities. • Ability to be responsive to new ideas and facilitate the implementation thereof. • Ability to adhere to strict confidentiality. • Analytical skills in order to make the most of information at hand. • Ability to cope with deadline pressures and irregular work hours, and to maintain composure in a stressful ·situation. DECISION MAKING: • Respond to and / or direct inquiries from senior administrative officers, faculty, staff, and / or students. • Determine logistics, protocols and special touches for coordinating and promoting events • Set priorities and determine which project requires the most attention at any given time. • Determine content of correspondence and promotional material for events. • Determine priorities for student volunteers and make decisions about utilization and the assignment of work to achieve optimum efficiencies and productivity. • Prioritize own work and time and decide the most important tasks among several in order to meet deadlines. Assess workload to discuss with manager any necessary support required. • Decide when new information requires further action, such as distribution or verification. • Make daily operational decisions to resolve problems within guidelines. Refer complex problems to others when required. • Determine and implement appropriate office practices and procedures to efficiently deliver services and information to students and departments. • Decide how to distribute information, what method to use, and who to send it to. • Make judgments about who should receive confidential information. 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:firstname.lastname@example.org">email@example.com.