Coordinator, Administration and Events (TERM)

Date Posted: 06/24/2024

Req ID: 38083

Faculty/Division: Faculty of Arts & Science

Department: Department for the Study of Religion – Robert H.N. Ho Family Foundation Centre for Buddhist Studies

Campus: St. George (Downtown Toronto)

Position Number: 00044332

Note: This is for a 50% Term position ending in July 2025

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Your opportunity:

Reporting to the Department Manager and under the general direction of the Director, Centre for Buddhist Studies, the Coordinator, Administration and Events is responsible for the efficient execution and coordination of the Centre’s calendar of events, consisting of seminars, lectures, workshops, conferences, research colloquia, public lectures, and other special events. The incumbent schedules and helps to conduct events, produces and sends invitations, books venues, communicates with speakers, arranges logistics and hospitality, prepares and distributes event promotion materials, evaluates events (e.g. prepares reports), maintains the website, promotes events through social media platforms, collects and prepares financial documents for processing, and assists with reviewing and monitoring program budgets.

The incumbent also provides administrative support to the Director; serves as a first point of contact and provides reception and front-line support to visitors; answers questions in-person, by phone and email; refers questions and concerns to the appropriate staff within and outside the Centre; sorts and categorizes incoming email; drafts correspondence; assists with meeting coordination; gathers documentation for meetings and various reports; prepares and distributes newsletters; collects and submits expense reimbursement claims; processes invoices; and provides guidance to others.

Additional duties include: monitors the activities of work-study students and casual employees for general office duties and events; updates databases, mailing lists and prepares standard reports; supports committees and takes minutes.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Determining logistical details and activities for events and/or programming
• Scheduling travel plans and requesting appropriate accommodations
• Resolving issues that may occur during events and escalating problems as required
• Conducting post-event evaluation, analysis and recommendations for changes
• Liaising with staff and vendors to ensure logistics are carried out according to the event plan
• Coordinating the drafting, production and dissemination of advertising materials
• Coordinating meeting schedules, agendas, materials, action and follow-up items

Essential Qualifications:

• Bachelor’s Degree in business administration or communications, or an acceptable combination of education and recent and equivalent experience.
• Minimum three (3) years of recent and related experience coordinating and administering the logistics of events, preferably in an academic unit.
• Experience providing office administration support, including calendar scheduling, drafting correspondence,and providing front-line support.
• Experience preparing and coordinating the schedule for program and event calendars.
• Experience working with databases and preparing reports for analysis; developing and maintaining filing system and providing administrative support to committees and taking minutes.
• Experience preparing correspondence, event and promotional material.
• Experience maintaining, and creating and distributing content on websites and social media platforms.
• Experience evaluating events and preparing statistical reports.
• Experience and proficiency in using design software (e.g. InDesign, Photoshop, and Canva).
• Experience directing casual employees and work study students.
• Advanced skills in Microsoft Office Suite (e.g. Word, Excel, PowerPoint, Outlook), WordPress, Drupal, or similar content management systems; and social media platforms (e.g. Facebook, Instagram, Twitter, etc.)
• Experience setting up and conducting online programming, such as setting up Zoom meetings and webinars, handling remote event registration, recording or live-streaming events, and editing event recording and captions.
• Demonstrated superior organizational, time-management, and interpersonal skills. Excellent verbal and written communication skills.
• Ability to work under pressure on multiple assignments requiring attention to detail, with time-sensitive deadlines.
• A strong customer service orientation, and effective interpersonal skills to deal with students, staff, faculty, and external contacts with professionalism and tact.
• Demonstrated accuracy and good judgement.
• Ability to maintain confidentiality in all business and academic activities.
• Knowledge of University administration and procedures.

Assets (Nonessential):

• Knowledge and interest in Buddhist studies is an asset.

To be successful in this role you will be:

• Adaptable
• Approachable
• Communicator
• Organized
• Problem solver
• Team player

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 07/04/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term 

Schedule: Part-Time

Prorated Pay Scale Group & Hiring Zone: 

USW Pay Band 08 — $31,416.00 with an annual step progression to a maximum of $40,175.50. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Read Full Description