IIES Operation Coordinator

Trent University; Peterborough; On-site; CAD 40,000 - 65,000; Part time

Job summary

Eine etablierte Bildungseinrichtung sucht einen Operations Coordinator, der die Kommunikation und Organisation innerhalb der Institution leitet. In dieser spannenden Rolle sind Sie verantwortlich für die Planung und Durchführung von Veranstaltungen, das Management von Budgets und die Unterstützung der Co-Direktoren. Sie arbeiten eng mit einer vielfältigen Gemeinschaft zusammen und tragen zur Förderung der Institute bei. Diese Position bietet die Möglichkeit, Ihre Fähigkeiten in Projektmanagement und interkultureller Kommunikation zu entwickeln und gleichzeitig einen bedeutenden Einfluss auf die Gemeinschaft zu haben. Wenn Sie eine Leidenschaft für Organisation und Kommunikation haben, ist dies die perfekte Gelegenheit für Sie.

Qualifications

• Erfahrung in Projektmanagement und Eventplanung ist erforderlich.
• Starke Kenntnisse in Finanzmanagement und Budgetierung sind wichtig.

Responsibilities

• Verwaltet Kommunikation und Veranstaltungen für das IIES.
• Hilft bei der Planung und Durchführung von Veranstaltungen und Projekten.

Skills

Projektmanagement

Finanzmanagement

Interkulturelle Kommunikation

Grafikdesign

Datenbankverwaltung

Eventplanung

Microsoft Office

Webkommunikation

Education

Postsekundärabschluss in Kommunikation oder Verwaltung

Tools

Adobe Creative Suite

Zoom

WordPress

Hootsuite

Mail Chimp

Job description

Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact [e-mail].

Part-Time, 25 hours per week; some evenings, weekends and travel required.

PURPOSE

The Operations Coordinator manages communication among IIES members and other organizations to share IIES news, progress, and opportunities. The OC ensures that IIES partners contribute to the circulation of information and encourages participation in Institute offerings. The OC must demonstrate proficient cross-cultural competence while communicating with the IIES’s diverse international community (faculty, students and prospective partners) to define and create event objectives, communication strategies and Institute outreach. The OC helps students and faculty with event registration, online payments, expense reimbursement, and travel inquiries. The OC is responsible for planning, coordinating and ensuring successful completion of projects and events according to the specifications, resources and deadlines assigned and to adherence to the budget. The OC plays a central role in managing both operations and personnel and assists the Director in setting goals and objectives for the Institute. Strong communication and interpersonal skills are integral to facilitate cooperation between members and external communities. He/she manages the IIES website, online revenue, monthly/yearly web subscriptions and ensures all web operations run efficiently. This is a vital position in the Institute that is critical to achieving outreach, communications, organizational development and general administration goals.

KEY AREAS OF RESPONSIBILITY

Office Management and General Administration (40%):

Communications:

• Manages communication among IIES members and other organizations to share IIES news, progress, and opportunities.
• Offers guidance and assistance for online event registration, expense reimbursements and technical support for the website/event management software.
• Assists the co-Directors in determining student eligibility for travel support.
• Prepares and updates event registration information on the IIES website, including, abstract submissions, and fee payment setup. Keeps events up to date with changing information (dates, deadlines, and fees).
• Provides email updates on Institute events, and activities, as well as external events of interest to members.

Financial:

• Assists the Financial Administrator(s) with monthly/yearly payables as needed (including website maintenance, SSL certificates, online payment platforms and event registration software) and with expense claims and reimbursements
• With the Institute co-Directors, assists in developing and maintaining an annual budget for Institute operations.
• Monitors expenditures and reports variances to the co-Directors and VP Research and Innovation.
• Prepares all IIES invoices and purchase requisitions for events, student/faculty reimbursements.
• Monitors and ensures completeness of monthly budget reporting and annual budgets.
• Maintains Stripe, online payment gateway. Handles payments, disputes, cancellations, refunds for all Stripe payments.
• Ensures payouts to IIES account are received and accounted for.

Information Management:

• Schedules meetings as necessary (fundraising and development, IIES event/activities, Board meetings, funding/report deadlines). Takes minutes as needed.
• Ensures data entry and accuracy of purchase requisitions, expense reimbursements, annual and monthly budgets, travel grants and claims (for internal/external students/faculty).
• Ensures proper function of the IIES website; news and events are up to date, maintains monthly check-ups of hardware/software, provides access to other parties as needed such as external IT support (currently WDI Graphics, Studio-N).
• Ensures that reports, policies, membership files, financial documents and all other information are appropriately stored (hard copies and electronic copies) and managed according to best management practices and with the utmost confidentiality.

Support to the co-Directors (20%)

• Meets regularly with co-Directors to discuss priorities and upcoming IIES offerings.
• Schedules meetings and events on behalf of the co-Directors, including board, advancement, and external relations meetings.
• Assists co-Directors with completing yearly budgets, event budget management and financial reviews.
• Prepares correspondences (travel grant letters, invitations etc.) on behalf of the co-Directors.
• Prepares and distributes agendas and meeting minutes before and after meetings.
• Assists with Board activities as required such as scheduling of meetings and information distribution.

Supporting Communications & Event Management (40%):

• Manages communication among IIES members and other organizations to share IIES news, progress, and opportunities.
• Promotes the organization, its efforts, and its accomplishments internally and externally.
• Maintains the IIES website including news, events and registrations to advertise Institute offerings.
• Sets up online payment options for IIES paid activities, troubleshoots online payment gateways when needed, and ensures transfers are made to the Institute’s bank account.
• Participates in event planning and execution including booking venue and catering, recruiting volunteers to assist, managing event reception area, etc.
• Creates & updates all Institute marketing and promotional materials, including, brochures, posters, logos, branding materials.
• Participates in outreach events and activities, e.g. Attends annual workshops to further relationships with partners and students.
• Coordinates and creates content, produces, and distributes, IIES NEWS, a quarterly newsletter to members, that provides an overview of IIES accomplishments and upcoming events. Promotes IIES programs and supports member engagement and retention.
• Reports on signature events and produces and circulates follow-up stories for website newsfeed, social media platforms and newsletter.

Graphic Design & Marketing:

• With direction from the IIES co-Directors, implements strategies identified in the marketing plan for the Institute and its programs, including IIES offerings, events and activities, membership. Builds awareness and participation with all key user groups including current and prospective participants (students, faculty, researchers, government and industry personnel).
• Utilizes graphic design technology. Conceptualizes, designs, produces, and distributes a wide variety of promotional material for all IIES events, and news. Materials include but are not limited to membership and program guides, banners, posters, advertisements, web pieces, signage, and newsletters.
• Develops templates for all print materials to establish a consistent brand within the Institute.
• Liaises with related departments as required, to highlight IIES events and activities.
• Oversees the integrity of branding and visual identity guidelines and acts as a resource to provide advice and direction to partners on these standards across the Institute.
• Liaises with other related departments (Trent School of Environment, ENLS) to develop promotional opportunities at events and raise the profile of IIES activities as well as the general objectives of Trent University.
• Liaises with IIES partner institutions to promote external opportunities (e.g. China-UK LCC Shanghai)
• Takes photographs and sources photography and other images for print and electronic publications, using both internal and external sources.
• Performs graphic design and production tasks as assigned.

Web, Social Media and E-communications:

• Maintains and develops creative content for the Institute website to reach target audiences.
• Uses the Institute’s social media platforms (blog and Twitter) to engage IIES members effectively.
• Research best practices, trends, new strategies and take the initiative in using the web and social media to engage prospective members and students effectively.

SKILLS AND QUALIFICATIONS

• Excellent time and project management skills and experience.
• Able to work with a high degree of independence and initiative.
• Knowledge and expertise in general financial management skills, including but not limited to annual budgets, invoicing, bank transfers, expense claims and purchasing.
• Knowledge and experience in leading event planning and project development.
• Demonstrated proficiency in database and computer skills including Microsoft Office: Word, Excel, PowerPoint; as well as substantial experience with other software systems such as Adobe Acrobat/Creative Suite; social media platforms (Twitter, YouTube) and web communication tools (Zoom, WordPress, Modern Events, Hootsuite and/or Mail Chimp systems).
• Demonstrated strong interpersonal and effective team leadership skills; supports and facilitates effective cross-cultural competence.
• Willingness to work flexible hours and accommodate unplanned requests.
• Skills and knowledge consistent with a post-secondary degree or diploma in Communications or Administrative support, or relevant administrative and project management work experience.
• General graphic design skills for promotional materials such as posters, brochures, newsletters are an asset.