Position Profile

Title: Event Coordinator

Reporting Structure: Reports to Engagement Director

Organizational Status: Full-time

Level: Mid-Level

Compensation: $50,153/year

Hours: 40 hours/week

Application Deadline: Until a suitable candidate is found

Start Date: July 2024

Organization Summary:

The Students' Association is an autonomous, student-led organization that is dedicated to serving and representing students at NorQuest College. We represent and advocate for students, offer meaningful opportunities for students to get involved and provide a range of services to assist students when they need support.

Summary of Position:

The Event Coordinator, reporting to the Engagement Director, is responsible for managing various aspects of the student experience for the Students' Association of NorQuest College (SANQC).

The Event Coordinator takes the lead on engaging students in events, student space programming and community building activities. They strategically create engaging opportunities aimed at increasing participation.

In addition, they are responsible for contributing to, in consultation with the Engagement Director, the student engagement strategy.

As part of the dynamic SANQC team, the Event Coordinator also has opportunities to contribute to internal and external committees and initiatives that align with the purpose of SANQC and contribute to the organization's vision of transforming the student experience.

From time to time, as required, the Event Coordinator will perform duties beyond those listed to ensure the smooth functioning of the organization as a whole.

Duties and Responsibilities:

Engagement Team Support:

• Support project leads in creating project plans and timelines, as needed.
• Help track project progress, milestones, and tasks.
• Coordinate project-related activities and ensure timely completion.
• Support with project presentations
• Conduct research and gather relevant data for projects as assigned.
• Compile and organize information to support project planning and decision-making.
• Collaborate with team members to collect and analyze data for project evaluation.
• Support the planning and execution of event and promotion strategies.
• Assist in creating marketing materials, such as event flyers, social media posts, or email campaigns.
• Collaborate to ensure consistent branding and messaging.
• Assist with event setup, registration, and logistics.
• Coordinate with vendors, suppliers, and venue staff to ensure smooth event operations.
• Handle on-site inquiries and provide support to attendees and participants.
• Provide backup for the Volunteer Coordinator role as required.

Student Engagement Strategy Development:

• Assess student engagement needs and challenges.
• Define clear objectives and goals for student engagement.
• Develop a comprehensive student engagement strategy.
• Design and plan a variety of engagement programs and activities to enhance student involvement and sense of belonging.
• Collaborate with both SANQC and college departments to promote and implement engagement initiatives.
• Monitor and evaluate the effectiveness of engagement initiatives.

Event Coordination:

• Event Planning: Work closely with stakeholders, community leaders, or organizations to understand the community's needs and goals for the event. Define the event objectives, theme, and target audience. Develop a comprehensive event plan, including budgeting, scheduling, logistics, and resource requirements.
• Venue Selection and Logistics: Identify suitable venues for the events, considering factors such as capacity, accessibility, and amenities. Coordinate with vendors and suppliers to secure necessary equipment, decorations, food and beverage services, permits, and any other logistical requirements.
• Sponsorship and Fundraising: Seek potential sponsors or partners to provide financial support or in-kind donations for the event. Cultivate relationships with potential sponsors and explore fundraising initiatives to secure additional resources if needed.
• Collaboration and Partnerships: Foster relationships and collaborations with community organizations, businesses, schools, or local government agencies. Seek opportunities for joint initiatives, shared resources, or co-hosted events that align with community building objectives.
• Safety and Risk Management: Ensure the safety and well-being of event attendees. Develop risk management plans, including emergency procedures, security measures, and accessibility considerations. Comply with relevant regulations and permits, such as crowd management guidelines or health and safety protocols.
• Evaluation and Feedback: Gather feedback from attendees, volunteers, and stakeholders to assess the success of the event and identify areas for improvement. Use surveys, interviews, or online platforms to collect feedback. Analyze data and insights to inform future event planning and enhance the community building experience.
• Long-term Community Engagement: Establish mechanisms to sustain community engagement beyond the event. Connect attendees with ongoing opportunities for involvement, such as local clubs, organizations, or initiatives. Maintain communication channels and foster relationships to continue building a strong and connected community.

Student Space Programming and Activities

• Create an engaging and diverse program of activities that cater to the interests and preferences of students. This may include workshops, presentations, performances, games, competitions, cultural showcases, or interactive sessions. Ensure the activities promote inclusivity and encourage active participation from attendees.
• Continuous Program Improvement: Stay updated on best practices and incorporate innovative approaches to enhance student space programming. Seek feedback from students, staff, and community members to identify areas for improvement and implement necessary changes.
• Program Evaluation and Reporting: Establish mechanisms to assess the effectiveness and impact of the student space programming. Collect and analyze data on participation, satisfaction, and outcomes. Prepare reports and make recommendations for program improvements based on evaluation findings.

Qualifications:

• Event Planning and Management: Demonstrated experience in planning and managing events of varying sizes and complexity. This includes skills in budgeting, logistics, scheduling, vendor management, and on-site coordination.
• Strategic Thinking: Demonstrate strong strategic thinking and planning abilities, with the capacity to develop and execute comprehensive strategies that align with organizational goals and objectives.
• Organization and Attention to Detail: Strong organizational skills to handle multiple tasks, prioritize effectively, and ensure all aspects of an event are properly planned and executed. Attention to detail is crucial to ensure accuracy and avoid potential issues or oversights.
• Communication and Interpersonal Skills: Excellent verbal and written communication skills to effectively communicate with clients, vendors, and team members. Strong interpersonal skills are important for building relationships, negotiating contracts, and resolving conflicts.
• Creativity and Problem-Solving: The ability to think creatively, and find solutions to unexpected challenges that may arise during event planning and execution.
• Time Management: Effective time management skills to meet deadlines, work efficiently, and handle multiple projects simultaneously. The ability to work under pressure and manage stress is important in the fast-paced event industry.
• Vendor and Supplier Management: Experience in sourcing and managing relationships with vendors, suppliers, and contractors such as caterers, AV companies, decorators, and transportation providers. Strong negotiation and contract management skills are beneficial.
• Technical Skills: Familiarity with event management software, online registration platforms, project management tools, and other relevant technology that supports event planning and execution.
• Industry Knowledge: Stay informed about industry trends, emerging technologies, and best practices. Continuously seek opportunities for professional development and learning.
• Cultural Competence: Awareness and understanding of cultural diversity and inclusion, with the ability to create inclusive engagement programs and initiatives that respect and value different perspectives and backgrounds.
• Analytical and Data-Driven Thinking: Have a data-driven mindset, with the ability to measure and evaluate the effectiveness of communications efforts using relevant metrics and analytics. Proficient in using data to make informed decisions and recommendations.

Education and Training:

• Bachelor's: A degree in Event Management or a related field is preferred, although relevant work experience will be considered
• Experience: 5+ years experience involving progressively more complex event planning
• Technology Proficiency: Proficiency in using standard office software (such as Microsoft Office Suite and Google Workspace) and other relevant online tools.

Hours of Work:

• 40 hours per week
• Monday – Friday
  • Monday – Thursday 8:00 a.m. – 4:30 p.m. (hybrid – depending on requirements)
  • Friday remote 8:00 a.m. - 4:30 p.m.
• Occasional evening and weekends may be required
• A reduced hour/pay option of 28 - 32 hours/week may be requested for this role

How to apply: Through our portal https://studentassociationofnorquestcollege.bamboohr.com/careers
SANQC values diversity: We encourage all qualified applicants to apply with confidence.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.