Special Events and Programming AssistantDate Posted: 07/29/2024Req ID: 38980Faculty/Division: Faculty of Applied Science & EngineeringDepartment: Dept of Electrical & Computer EngineeringCampus: St. George (Downtown Toronto)Position Number: 00056583About us:The Edward S. Rogers Sr. Department of Electrical & Computer Engineering is Canada's top-ranked ECE department, and one of the country's largest. We are home to 100 active and Emeritus professors, more than 1,400 undergraduate and 600 graduate students. Many of our faculty members are world leaders in their field and have been recognized as the brightest and most promising scientists and engineers from across the country.ECE is a hotbed of research commercialization, by far the most productive department for new inventions at the University of Toronto. With this department, you will work at the heart of the most rapidly developing technologies humankind has ever seen.Your opportunity:The Special Events and Programming Assistant is part of the broader Edward S. Rogers Sr. Department of Electrical & Computer Engineering team. This role will support recruitment initiatives, industry partnership opportunities, and student life development experiences. The Special Events and Programming Assistant will provide a high level of professional service to the department's activities, including executing event logistics for various on-site, virtual, and hybrid events ranging from small to large scale. The responsibilities include programming support and administrative assistance to the team. This role will be required to execute event scheduling and logistics, provide support on event day, resolve issues that may occur during the event, process registration information, collect post-event evaluations and maintain records and databases.To meet the operational needs of the role, the regular hours of work for this position are Monday to Friday from 9:45 am to 6:00 pm; regular evenings and occasional weekends may be required. Flexibility in working hours is a key requirement for this role.Your responsibilities will include:Coordinating the schedule for program and event calendarsDetermining logistical details and activities for events and/or programmingResolving issues that may occur during events and escalating problems as requiredOrganizing materials for workshops, conferences and eventsConducting post-event evaluation, analysis and recommendations for changesCoordinating the production and distribution of communication materialsEditing promotional and outreach materials in partnership with the communications teamCoordinating meeting schedules, agendas, materials, action and follow-up itemsEssential Qualifications:Bachelor's Degree or acceptable combination of equivalent experienceMinimum three (3) years of relevant student programming and event coordination experience, including experience supporting student life and recruitment initiativesMinimum three (3) years of recent and related experience in coordinating, planning, administering and executing the logistics of events from beginning to end in different settings (e.g., in-person, online, hybrid), preferably in an academic environmentDemonstrated experience and ability to coordinate and execute event logistics for a variety of audiences for small to large-scale events and for multiple events with a variety of stakeholdersExperience following institutional procurement procedures and policies coordinating quotes from external vendors, including supporting photography/video, catering and audio-visual needsExperience setting up and conducting online programming, such as setting up Zoom meetings and webinars, handling remote event registration, recording or live-streaming events, and editing event recording and captionsExperience working with a marketing team to share event content via digital distribution channelsExperience preparing and coordinating the schedule for program and event calendarsExperience evaluating events and preparing statistical reportsStrong time management skills and ability to prioritize tasks and responsibilities to meet strict deadlinesExceptional interpersonal skills, tact, diplomacy and demonstrated ability to exercise tact, judgment and discretion in the execution of positionDemonstrated ability to troubleshoot event activities and provide a high level of customer serviceStrong oral and written communication skills and superior attention to detail and accuracyAbility to prepare presentations and correspondence with minimal reviewExcellent software skills, including MS Office (e.g., Word, Excel, PowerPoint)Strong initiative and ability to work well in a team and experience coordinating volunteers at eventsApplicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.Assets (Nonessential):Experience executing hybrid and live-streamed eventsExperience delivering events at an academic institution or in an academic settingExperience creating a detailed run-of-show to be used by external vendorsPrevious experience supporting marketing and communication effortsTo be successful in this role you will be:Closing Date: 08/08/2024, 11:59PM ETEmployee Group: USWAppointment Type: Budget - ContinuingSchedule: Full-TimePay Scale Group & Hiring Zone: USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.Job Category: Communication/Media/Public RelationsLived Experience Statement:Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Diversity StatementThe University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.Accessibility StatementThe University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission. The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.If you require any accommodations at any point during the application and hiring process, please contact ******.
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