Events and Engagement Coordinator

SUMMARY

The Events & Engagement Coordinator seeks to enhance the student experience through the planning and execution of events and programming. The incumbent works with the Executive team to bring their visions to life, and is responsible for creating positive and memorable experiences through OTSU events and programming both on and off-campus. In addition, the incumbent develops and maintains positive partnerships through sponsorship opportunities.

DUTIES AND RESPONSIBILITIES

Events and Programming Planning

• Identifies event requirements, plans and manages events that enhance the student experience and OTSU reputation


• Initiates and completes risk management assessments, budgetary reviews, and summary reports for all events


• Coordinates services for events including, but not limited to: accommodation and transportation for participants, venue booking, catering, third-party vendors, accessibility requirements, audio-visual equipment, security, etc.


• Provides basic technical and audio-visual support to all events hosted by the OTSU


• Maintains and safeguards all event items including audio-visual equipment (rentals or owned), decorations, and other materials


• Develops a staffing schedule for events; trains support staff and volunteers for events


• Support and coordinate volunteers in the planning and execution of events, ensuring they are well-informed and engaged throughout the process

Partnerships & Collaborations

• Secures and maintains sponsors and other funding opportunities for events or services


• Approves suppliers' invoices and maintains financial records to be submitted to the Finance Department


• Liaises with vendors, exhibitors, and stakeholders during the event planning process and maintains positive relationships


• Liaises with the Marketing and Communications department for the creation of event promotion


• Collaborates with the Marketing and Communications department to assist with the development of an annual promotion plan for OTSU events
  
  

QUALIFICATIONS

Education 

• Post-secondary education in Event Management, Hospitality, Business, Communications, or a related field is required


• A combination of education and relevant experience may be considered

Experience

• Demonstrated experience in large-scale (1000+) event coordination and fundraising partnerships


• Prior experience in volunteer management is considered an asset

Knowledge, Skills, & Abilities

• Strong organizational, time-management, and project management skills


• Excellent communication ability to be able to present scope of events to multiple stakeholders


• Ability to think on your feet in high-pressure situations and respond quickly and efficiently


• Creativity skills in the event-planning process, to come up with innovative and new ideas and solutions
  
  

WORKING CONDITIONS

Physical Effort

Physical labour will be required in order to carry, assemble, and take-down materials for events and programming. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Environment

During events, the incumbent will work outdoors or indoors in loud environments, in any weather. Otherwise, work is performed in routine office conditions. There is commuting between campuses, to off-campus business or community events. This position is located at the North Campus, with occasional travel to the Downtown Campus.

Sensory Attention

Working on a computer, working with and communicating with students, staff and community members.

Mental Stress

This position requires demanding working hours preceding and during events, which may include early morning, evening, night, and weekend hours. The incumbent must be able to work flexible hours in order to be successful. Must be able to work in a fast paced and high-pressure environment.

APPLICATION INFORMATION

Applications are only accepted via this online portal, emailed resumes will not be accepted.

The Ontario Tech Student Union (OTSU) thanks all those who apply but only those whose background closely matches the requirements of the position will be contacted for an interview. Please note that any offer of employment will be conditional upon a background check. OTSU is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.  We respect people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. If you require an accommodation to participate in the recruitment process, please notify the hiring lead.

The student union acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Vacancy Status Disclosure

This job posting relates to an existing and approved vacancy within our organization. The position reflects a current hiring need and is not a speculative, general interest, or talent-pooling posting.

Artificial Intelligence Disclosure

We use an applicant tracking system to manage applications. Automated tools, including artificial intelligence (AI), may be used to screen and assess applications based on job-related criteria. All hiring decisions are made by the department manager and hiring panel.