Job Description

Find Your Spot at Guelph-Humber

At Guelph-Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Guelph-Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education. Guelph-Humber employees are a diverse group of committed, caring and fun-loving people.

We take finding and growing the right talent very seriously. We strive to find and nurture extraordinary employees who bring their best each day.

If you are interested in working in higher education and are looking to contribute to the largest polytechnic College in Ontario, as we shape the future of our students and communities, here is your opportunity to join our team.

Job Details

Position Title: Administrator, Convocation and Institutional Events

Status: Full-time (2-year contract)

Hours per week: 37.5

Faculty/Department: Guelph-Humber Student Services

Campus/Location: University of Guelph-Humber

Salary Range: NFT Admin 04 (Min) $63,976 - (Max) $95,966

What you will do:

The Administrator, Convocation and Institutional Events oversees the planning and execution of academic ceremonies including convocation as well as other institutional events. This position is guided by the vision, mission and goals of the university. This position interacts broadly with individuals from both within and external to the university, including the Senior Administration team, dignitaries, external and internal vendors and colleagues from across campus.

In this role, the incumbent is expected to support the brand of the University and as such their responsibilities have significant impact as they reflect on both the University and the Office of the Vice-Provost.

Convocation Planning

Plan and project manage the delivery of graduation ceremonies:

• Contribute to the development of operational workplans for convocation and events, planning activities to meet departmental and university strategic goals
• Manage the overall critical path, meeting agendas and weekly action items to ensure timelines and benchmarks are achieved
• Manage graduate, guest and staff attendance; set up and manage associated registration systems and troubleshooting as needed
• Oversee venue, suppliers and logistics and coordinate event day attendance and requirements
• Recruit, train and manage convocation event day staff (approximately 100 people)
• Conduct risk assessment, and review accessibility requirements to develop a plan for accommodations where required
• Secure participation from and brief principal ceremony participants (Presidents, Vice-Provost, Deans, and other executive staff)
• With the Office of the Vice-Provost and convocation leads at the University of Guelph, manage nomination process for Honorary Degree Recipients; coordinate approved Honorary Degree recipients participation in the convocation ceremonies
• Plan ceremonies using application to graduate data, past conversion rates and update the Schedule of Ceremonies with key participant roles; produce convocation scripts
• Oversee event day execution including set up, timing, schedule adjustments and problem solving

Institutional Events

• Organize and implement institutional events (guest speakers, special event days, employee appreciation events, town halls etc.) including securing venues, arranging for space contracts, creating and revising room layouts for each event, arranging catering, ordering audio visual equipment, ensuring appropriate decor, and generally serving as the lead liaison with university clients and vendors on event-related matters.
• Anticipate event logistics and timelines, develop event work back schedules and critical paths
• Develop a plan to recruit volunteers and staff to assist with events
• Produce appropriate invitations and signage
• Arrange for event set-up and take-down
• Develop communications and promotional plans for the event in conjunction with the Communications and Public Relations department
• Prepare all materials and logistical requirements for the events - name tags, signage, giveaways, audio visual equipment, catering, etc.
• Prepare proposed budget for each event for approval by internal stakeholders
• Ensure that all facility and event requirements adhere to university policies and relevant legislation, following risk management protocols in event planning to protect the health and safety of all participants
• Present to Project teams/task forces pre and post event
• Collect and submit invoices for payment

Event Communications

• Ensure correct information is circulated to staff, students, parents and external audiences in a timely manner in the most appropriate format
• Manage the production of the graduation program both in print and digital in accordance with the Universitys brand guidelines
• Work with internal Communications and Public Relations team to update and manage the graduation web pages
• Plan event related content for the appropriate social media channels

Qualifications

What you bring to the role:

Education:

• Undergraduate degree from a recognized post-secondary institution
• Certificate in Event Planning/Management, Project Management or Special Events is an asset

Experience:

The incumbent will also have 5-9 years of practical work experience in:

• Planning and executing post-secondary convocation or significant experience planning major events
• Project and operational management, organizational development, time management skills; ability to prioritize tasks and meet deadlines
• Able to make independent decisions using good judgement
• Strong client service orientation and proven ability to interact/communicate effectively in a diverse community
• Demonstrated success in leading/supervising staff, preparing work plans, establishing meaningful priorities

Skills

• Able to make independent decisions demonstrating good judgement
• Strong client service orientation and proven ability to interact/communicate effectively in a diverse community and with stakeholders at all levels of the institution (staff, faculty, students, senior leadership) and externally (vendors, guests, venue staff etc.)
• Demonstrated success in leading and supervising staff, preparing work plans, establishing meaningful priorities and managing event budgets
• Strong oral and written communication skills
• Competency in office software, including databases. Familiarity with Qualtrics is an asset
• A high degree of interpersonal acumen, professionalism and diplomacy, with demonstrated ability to maintain relationships
• Exceptional ability to multi-task with a proven ability to meet deadlines without compromising quality
• Skilled at problem solving and adapting to changing situations and unanticipated challenges

Whats in it for you?

• An opportunity to have an impact with a post-secondary institution, poised to do great things.
• Diverse, hard-working, committed team of people who care about each other.
• Tools and technology that will allow you to succeed at your job.
• Amazing perks
• Highly supportive work culture

At the University we dont just accept difference we celebrate it! Experience comes in many forms, skills are transferable, and a progressive mindset goes a long way at Guelph-Humber. If your experience is close to what were looking for, consider applying and tell us why you are a great candidate for this job. Find your Spot at Guelph-Humber!

We thank you for your interest in working with the University of Guelph-Humber. Only applicants selected for an interview will be contacted. Consideration for Support Staff and Academic positions will be given to internal employees in accordance with the respective Collective Agreements.

Equity, Diversity and Inclusion

The University of Guelph-Humber is committed to a workforce that reflects the diversity of our students and our city. We actively seek Indigenous Peoples and individuals from equity-deserving groups with demonstrated skills and knowledge to deal with all aspects of equity, diversity and inclusion in a post-secondary environment.

Accommodation

The University of Guelph-Humber is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our HR Generalists will work with applicants requesting accommodations at any stage of the hiring process. This document is available in alternate formats upon request.

Anti-Discrimination Statement

At The University of Guelph-Humber, all forms of discrimination and harassment are prohibited. Students and employees have the right to study, live and work in an environment that is free from discrimination and harassment. If you need assistance on concerns related to discrimination and harassment, please contact the Centre for Human Rights, Equity and Inclusion or the Office of Student Conduct at

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