Lead Coordinator, Campus Events

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Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services

that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position Purpose:

Support the planning, coordination and delivery of bilingual, French and English events for all students at the University of Ottawa, including programming associated with the Carrefour francophone. The incumbent coordinates the logistics, operations and execution of Campus Events activities that contribute to an extraordinary student experience, strengthen students’ sense of belonging and support the mission, image and reputation of Student Wellness and the University of Ottawa.

This position follows the University's standard working hours but will be required to work evenings, weekends or variable hours depending on the operational needs of the service.

In this role, your responsibilities will include:

• Plan and deliver campus-wide programming for students in support of the priorities and direction established by the Campus Events Supervisor. Contribute to initiatives that enhance student engagement, sense of belonging, and the overall student experience. Coordinate activities, monitor timelines, identify operational requirements, and work collaboratively with stakeholders to ensure the successful implementation of programming initiatives in accordance with established standards and policies.
• Oversee the operational delivery of events and programming activities, including logistical planning, resource coordination, stakeholder communication, and follow-up on operational requirements. Provide on-site support during events, coordinate activities among internal and external contributors, and assist in addressing operational issues to ensure effective delivery and a positive experience for participants and the university community.
• Develop and maintain effective working relationships with student associations, faculties, university services, suppliers, and other partners to support the successful delivery of programming initiatives. Act as a key operational contact for stakeholders, facilitate communication, coordinate requirements, and support collaboration to ensure programming activities align with established objectives. Contribute to the development of marketing and communications strategies to support the successful delivery of events, maximizing awareness, engagement, and participation.
• Lead the recruitment, onboarding, training, and day-to-day coordination of student employees and volunteers involved in programming activities. Provide guidance, assign work responsibilities, support team collaboration, and contribute to the development of student employees to ensure effective program and event delivery.
• Contribute to the enhancement of student programming by gathering feedback from students, participants, and partners and sharing observations and recommendations with the Campus Events Supervisor. Support program evaluations, monitor outcomes, identify opportunities for improvement, and contribute to adjustments that enhance the quality, efficiency, and impact of programming initiatives.
• Support the coordination and ongoing development of the Carrefour Francophone by contributing to activities that promote engagement among Francophone and Francophile students. Support the creation of an inclusive and welcoming environment through the coordination of cultural, social, and community-building initiatives in collaboration with student groups, university partners, and community stakeholders.
• Coordinate operational resources required to support programming initiatives, including supplier communication, purchasing requests, contract follow-up, and logistical arrangements in accordance with university policies and procedures. Support responsible resource utilization and contribute to ensuring activities are delivered within established timelines, operational requirements, and approved financial parameters.

What You Will Bring:

• Postsecondary education in event management, event planning or a related field, or an equivalent combination of education and experience.
• Minimum of three years of experience planning public events, including operational coordination, logistics and execution.
• Bilingualism: French and English (spoken and written), to be considered for this position, candidates must be rated at the Low Advanced proficiencylevel or higher for both oral comprehension and reading comprehension in their second official language. The rating is determinedby a proficiencytest designed by the Official Languages and Bilingualism Institute.
• Knowledge of generally accepted social and University procedures related to etiquette and protocol is an asset.
• Experience using standard computer systems and software, including Windows, word processing, ticket sales applications, spreadsheets, databases, social media, email and internet-based tools.
• Excellent organizational and time management skills, with demonstrated ability to manage several projects and events simultaneously.
• Strong communication, interpersonal, negotiation and client-service skills.
• Demonstrated ability to build positive relationships with a multicultural and diverse clientele.
• Ability to work under pressure with minimal supervision, use sound judgement and adapt quickly to unexpected situations.
• Creative thinker with strong critical reasoning and problem-solving skills.
• Experience in project or event management is an asset.
• Experience supervising student staff and volunteers.
• Availability to work evenings, weekends and holidays, according to a flexible work schedule.
• Valid driver’s license and access to a personal vehicle is an asset.

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 - Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.