Monday, April 29, 2024
Union (USW Local 1998) Job Opportunity
Victoria College
Posting Date: April 29, 2024
Closing Date: May 12, 2024
Position Title: Special Projects and Events Coordinator (Research)
Department: Office of the Principal, Victoria College
Appointment Type: Continuing / Permanent
Classification: USW PB 10
Salary : $66,092 with an annual step progression to a maximum of $84,521 ( Note : eligible for July 1, 2024 increase)
Schedule: Full-time, 5 days per week from 10 am-6pm , scheduled to accommodate participation in events that take place evenings or weekends. Must be flexible in terms of scheduling as the hours of employment fluctuate throughout the year, based on operational needs
Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources [email protected]
POSITION SUMMARY
Under the general supervision of the Principal and the Director of Administration, and taking direction from the Directors of the Northrop Frye Centre, the Centre for Creativity, and the Scholars-in-Residence program, the incumbent will coordinate special projects and events related to the research centres and programs of Victoria College, including Jackman Scholars-in-Residence. The incumbent will be responsible for planning and coordinating regular and occasional events and will assist with communications and other administrative tasks.
Northrop Frye Centre and Centre for Creativity
- Supports the Directors of the Northrop Frye Centre and Centre for Creativity regarding scheduling, communications, organizing and publicising events, managing the website, and general administrative duties
- Manages the content for websites and publicity for the Centres' activities
- Answers inquiries and provides information about the Centres
- Organizes events such as guest lectures, seminars, receptions, and occasional conferences on behalf of the Centres
- Organizes the application and selection process for NFC doctoral fellows and undergraduate awards
- Assists with communications and arrangements for external/visiting Fellows
- Arranges meetings of the Advisory Boards
- Assists the Directors with special projects and ongoing development of the Centres
- Advises NFC Undergraduate Fellows on NFC-related projects and academic goals
- Supports the program Manager and Director regarding the faculty project selection process, student application and admissions process, reporting and accountability, and other administrative tasks
- Oversees communications strategy for the Scholars-in-Residence program, including: program publicity, managing program website, and electronic communications
Acts as point of contact for inquiries about the program, including monitoring the program inbox, responding to inquiries, and monitoring and troubleshooting student application portal - Assists with the implementation of the program on the St George campus
- Organizes and facilitates research-oriented and professional-development workshops, panel discussions, guest speakers, and community-building activities for the SiR program (online and/or in-person)
- Organizes and convenes the program's final Research Colloquium for Online/International projects and in-person program
- Plans residence stays, catering, and room bookings on Victoria University's campus for the duration of the program
- Plans the final reception and dinner
Other Events and Projects Coordination Duties
- Organizes and coordinates other events as needed of the Victoria College Principal's Office, such as guest lectures, symposia, celebrations, information/recruitment events, dinners, etc;
- Prepares cost estimates, prepares, and distributes invitations/maintains guest lists, orders event supplies, processes honoraria, communicates with event sponsors, invitees, and participants.
- Collects and keeps track of receipts and event related expenses; prepares expense reimbursement forms.
- In close liaison with Events Victoria, prepares cost estimates, books space, oversees all aspects including set-up, catering, audio visual and IT support, signage, etc.
- Designs and distributes notice of events, schedules, and registration materials
- Compiles and maintains registration and mailing lists.
- Assists in hosting and supporting visitors and resource people (ie: students/volunteers) for events, arranging accommodation and other details as needed
- Prepares, collects, summarizes, shares and revises evaluations of each event on a regular basis
- Supervises the work of one work study student assigned to assist with Victoria College special projects
Ad Hoc
- Other duties as assigned, mainly assisting Principal's Office staff with occasional, seasonal, or special projects, including back up support for other roles in the Office of the Principal
MINIMUM QUALIFICATIONS
Education
University Undergraduate Degree required; graduate degree preferred.
Experience
3 years of administrative and events coordination experience and experience with university-level and/or postgraduate-level research. Knowledge and experience of the University of Toronto, Victoria College and academic and research activities including the Northrop Frye Centre and Jackman Scholars-in-Residence would be an asset.
Other
Strong computer skills required, including Microsoft Office Suite (particularly Word), email, internet, database systems etc. Must be extremely detail oriented and accurate. Excellent project coordination, event management and presentation skills. Excellent interpersonal and oral and written communication skills. Strong customer service orientation. Must be able to multi-task. Sound judgment under pressure and stress. Able to work independently and as part of a team.
TO APPLY
Internal candidates are asked to submit their applications online by logging onto Dayforce. Please visit and click Internal Opportunities to login and apply.
External Candidates may proceed by clicking "Apply Now" below.
Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.
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