Coordinator, University Events (Maternity Leave Replacement)

Trinity Western University; City of Langley; On-site; CAD 47,000; Full time

Job summary

An established industry player is seeking a passionate Coordinator of University Events to join their dynamic Marketing Department. This exciting role involves planning and executing memorable events that enhance the University’s brand and engage both internal and external audiences. You will collaborate with various stakeholders to ensure each event runs smoothly, from logistics to budget management. If you are a highly organized individual with a knack for problem-solving and a passion for creating impactful experiences, this position offers a unique opportunity to contribute to a mission-driven organization dedicated to developing future leaders.

Qualifications

• 2-3 years of events experience in a post-secondary environment.
• Detailed understanding of event coordination and execution.

Responsibilities

• Coordinate University events, ensuring brand standards are met.
• Manage event logistics, budgets, and stakeholder communication.

Skills

Event Planning

Project Management

Communication

Problem Solving

Organizational Skills

Education

Post-secondary diploma

Hospitality management training

Job description

Salary: $47,000 Annually

Trinity Western University's Marketing Department invites applications for a Coordinator of University Events to join on a fixed-term appointment to cover a maternity leave.

Position Purpose And Summary

The Coordinator, University Events, advances the mission and vision of Trinity Western University by delivering high-quality, professional, and memorable events and ceremonies across the University.

As part of the events team championing all officially recognized University events, this individual works collaboratively with stakeholders across the University to participate in the planning and execution of positive brand engagement experiences for both internal and external audiences.

Key Areas of Responsibility

Event Planning & Execution

• Successfully coordinate all assigned University events, ceremonies, and major functions in coordination with the University Events & Production teams and event stakeholders across the University. These events include but are not limited to events pertaining to:
• Enrollment (i.e., Preview Days - estimated four per year)
• Advancement (i.e., Homecoming, Christmas in the City, Day of Giving)
• Student Experience (i.e., Fall and Spring Orientation Days and Orientation Week)
• Academic Ceremonies (i.e., Fall and Spring Graduation ceremonies, Convocation)
• Employees (i.e., Community Day)
• Oversee and monitor the event project plan, workflow, and budget for assigned events
• Actively engage with the marketing team and event stakeholders to deliver on the stated purpose and objectives of events, working collaboratively to execute successful experiences
• Ensure brand and messaging for all events are in accordance with University brand standards
  

Event & Resource Coordination

• Coordinate all logistics related to event preparation, day-of and post-event, including, but not limited to invitations, guest lists, communications, promotions, and more
• Build, develop, and maintain strong relationships with event stakeholders across the University through proactive and consistent communication that ensures event objectives are being met
• Coordinate the involvement of all internal service providers, including but not limited to: Campus Services, Campus Housing, Campus Food Services (i.e., Sodexo), and I.T.
• Provide direction as needed to event-related support personnel (i.e., event volunteers, caterers)
• Monitor all event-related budgets ensuring that events are delivered on-budget, communicating any possible overages well in advance of expenses being incurred
  
  

Event Administration

• Support the University Events Manager in coordinating contracts, correspondence, invoicing, payments, and on-going relationships with events-related vendors and third-party services
• Oversee electronic and hard copy files of all relevant event documents, invoices and forms
• Ensure all relevant information from event attendees is captured and entered into the appropriate University database following each event—providing event reports as needed.
• Archive, update and maintain records for all official events within the University Events office and with the TWU archivist when appropriate.
  
  

The Person

Skills And Abilities

• Detailed understanding and experience in the field of events
• Problem-solver with demonstrated critical thinking ability to meet goals creatively
• Project management prowess with critical-path mastery and an ability to “get stuff done”
• Highly organized with a strong personal work ethic while modelling a cheerful demeanor
• Ability to execute within established process but able to freestyle as needed
• Bias for action and taking the initiative to ensure results
• Previous events experience with ability to empower others to execute with excellence
• Professional with a high appreciation for appropriate decorum and proper etiquette
• Good sense of judgement with demonstrated ability at necessary discretion
  
  

Personal

Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders with thoroughly Christian minds.

Warm-hearted, dedicated, committed and mature evangelical Christian with a keen desire to serve in family, church, work, and community. A firm commitment to TWU’s mission, vision, values, Statement of Faith and Community Covenant. Strength of character and reputation, a pleasant personality with a positive and friendly attitude amid a very busy and challenging atmosphere.

Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off campus contacts thereby living out the servant leadership mission of the University and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Key Internal Interactions

• Reports to: Manager, University Events
  
  

Standards & Requirements

• Education: minimum 2 years formal post-secondary diploma required; Hospitality management training preferred
• Experience: 2–3 years of events experience preferably in a post-secondary environment
  
  

Duties and responsibilities that do not constitute a major change may be added, deleted, or changed at any time at the discretion of the supervisor either orally or in writing.

Updated: September 2023

Salary Classification: Class 7

Agreed to by : Executive Director, Marketing & Communications