Job Description

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Job Details

Advancement Events Coordinator - (00514.1)

This details all the information about the job posting.

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Application Restrictions

Open to both Internal and external

Job Type

Support Staff (CUPE)

Posting In effect from

30/5/2023

Closing Application Date

13/6/2023

Closing date for internal CUPE applicants

13/6/2023

Applications will be reviewed commencing the \xe2\x80\x9cclosing date for internal CUPE applicants\xe2\x80\x9d and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the \xe2\x80\x9cclosing date for internal CUPE applicants\xe2\x80\x9d for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants.

Full/Part Time

Full Time

Support Type

Ongoing

Anticipated Start Date

6/7/2023

Position End Date (If Applicable)

The Hours of work are subject to change depending upon departmental requirements

Schedule

The hours of work will be Monday to Friday, 7 hours a day, 8:30 am to 4:30 pm

Schedule Description

8:30am to 4:30am, but required to work outside of regular scheduled hours for various events

DUTIES

The Events Coordinator oversees TRU Institutional Sponsorship and all Advancement events. Using knowledge of the University\'s mission, history, programs, goals, philosophy and funding needs, the role coordinates a strategic, targeted approach to Sponsorship and Advancement events that are used to establish and maintain support and to ensure that institutional, donor cultivation, stewardship and financial objectives are achieved.

MAJOR DUTIES & RESPONSIBILITIES * Coordinate high level Advancement events, working with the Office of the President, Vice-President University Relations, Office of the Provost, and stakeholders including Kamloops dignitaries, major gift donors and supervising volunteers.

• Plan, organize and execute over 50 major events per year both on and off campus including fundraising events, donor major gift announcements, awards ceremony and department events.
• Required to attend over 50 major events per year.
• Identifies, trains, coordinates and monitors volunteers for all events, programs and committees; participates in development of annual plans in conjunction with volunteer committees and contractors.
• Coordinates the involvement of internal service providers including, but not limited to, Marketing and Communications, Media Services, Facilities, campus food services and conference services to deliver requirements for events.
• Manage all vendor and service provider relationships, invoicing and correspondence.
• Coordination and supervision of contracted event and management service companies to ensure all external events profile the University in a professional and positive manner to the public and in the media.
• Monitor and assist all Faculties, Schools and Departments on campus in organizing events to ensure events are executed with high quality, consistency and to ensure protocols are met.
• Establish and manage guest lists, workflow and budget for all events.
• Provides on-site inspections on and off the TRU campus, monitors services for events, including room set-up, menu, equipment needs and overall venue appearance; liaises with Ancillary Services, outside contractors and Kamloops dignitaries.
• Coordinates the establishment and maintenance of standards, formats, policies and processes for developing invitation and guest lists, issuing invitations, accepting and recording replies/registrations, creating event itinerary and content, preparation of remarks, pre-event briefings and debriefings.
• Attends meetings of the Foundation Board of Directors, and other Foundation volunteer committees.
• Coordinates with internal and external partners the designing of marketing programs, advertising and promotional materials for approval by the Associate Vice President, Advancement and Director, Annual Giving and Donor Services and prepares marketing materials and invitations to various events.
• In collaboration with Media Relations and Communications, identifies and implements effective communication and media relation strategies and tactics with respect to events.
• Works with the Office of the President, Government Office\'s and internal departments (event specific) to compile invitation lists for each event based upon the identified objectives of the event.
• Maintains resource materials including the Advancement database, mailing lists and events information including attendees at each event for the purpose of tracking and identification of supporters.
• Collects and analyzes information for writing and compiling formal documents and presentations for the executive level of the university.
• Compiles surveys and statistical data, and prepares reports.
• Prepares agendas and minutes for the various committees.
• Coordinates Social Media strategy for all events

REPORTS TO
Director, Annual Giving and Donor Services

QUALIFICATIONS

EDUCATION:

• Bachelor\'s Degree in relevant area.

EXPERIENCE:

• Five years\' related experience in event management, supervising volunteers, working with board members, Government officials, community organizations and donors; including:

• One (1) year of event management experience
• One (1) year experience in editing, writing communication, promotional materials, timelines, minutes and agendas

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to deal courteously and tactfully with staff, students VIP\'s, Government officials, donors and members of the general public
• Ability to communicate effectively both verbally and in writing
• Excellent time management and organizational skills with the ability to be results oriented and to juggle conflicting priorities while working within tight timeframes and demanding workloads
• Demonstrated planning, writing and presentation skills suitable for the senior level of the university
• Electronic publishing, print production (web and off-set), Advanced Microsoft Suite knowledge, survey software and reporting
• Updating information for the web and using many social media tools
• Demonstrated ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
• Advanced knowledge of the hospitality industry
• Ability to maintain a high degree of attention to detail
• Knowledge of the University\'s mission, history, programs, goals, philosophy and funding needs
• High level of tact, discretion and ability to handle and maintain confidential information with the ability to respond appropriately and use judgement when to refer to the Director, Annual Giving and Donor Services and AVP of Advancement

WORKING CONDITIONS

• Sitting at a desk for long periods of time
• General office conditions
• Travel required within Canada
• Ability to lift and load up to 25 kgs
• Ability to stand for long intervals
• Work outside in all types of weather
• Adaptable schedule during event periods

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.

Pay Band

CUPE Grade 09 $34.65

Salary rate

This Position is not subject to a 90% start rate for new Employees.

Location

Kamloops, BC CA (Primary)

# of Hires Needed

1

Organizational Unit

Thompson Rivers University -> Advancement

Diversity and Inclusion Commitment:

Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.

Thompson Rivers University