Events and Program Coordinator

Date Posted: 03/12/2024
Req ID: 36510
Faculty/Division: Faculty of Arts & Science
Department: Munk School of Global Affairs and Public Policy
Campus: St. George (Downtown Toronto)
Position Number: 00033034

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.

The Munk School of Global Affairs & Public Policy proudly offers a dozen teaching programs in various areas of global expertise. As part of the University of Toronto, we are home to exceptional faculty, experts, researchers worldwide, and over 40 academic centres, labs, and programs. Our goal is to build a unique, world-renowned research, teaching, and public engagement centre that shapes the fields of global affairs and public policy. Our School unifies those who are passionate about these topics to discuss the problems of a fast-changing world.

Your opportunity:

The Events and Program Coordinator will provide support to the Centre for the Study of the United States (70%) and the Centre for Study of Global Japan (30%). Under the general oversight of the centre directors, the incumbent performs a wide and dynamic range of administrative duties associated with the academic and extra-curricular programming, and is responsible for the smooth running of its administrative operations. The person is also responsible for administering and organizing the academic and extra-curricular initiatives and events. The incumbent is the key liaison with the Munk School administration and its constituent centres/institutes, as well as with the Faculty of Arts & Science at the University.

Your responsibilities will include:

• Coordinating the schedule for program and event calendars. Organizes, plans and executes the logistic of events such as conferences, workshops, and public lectures, including but not limited to room bookings and rentals; AV reservations and set-up; catering orders, hotel and hospitality reservations, transportation arrangements, audience registration, publicity and promotion.
• Providing detailed explanations to current and prospective undergraduate students by telephone, email, correspondence and in person on a wide range of academic matters including: program requirements and eligibility, admissions, registration, enrollment, course selection, transfer credits, prerequisites, petitions, conflicts, examinations, letters of permission, study abroad program, and other related academic issues.
• Assisting the Director with the administration related to the hiring of instructors, completing position descriptions, and contracts. Maintaining files and records for all sessional appointments, faculty, post-doctoral fellows and other related information.
• Coordinating appointments, meetings and speaking engagements for the Director based on knowledge of his/her activities and priorities. Responsible for all travel arrangements and organization of all related documents. Setting up and maintaining electronic and paper files for the Director. Develops and maintains an appropriate bring-forward systems for the Director to upcoming issues, events and deadlines. In consultation with the Development office, prepares annual donor activity reports.
• Administering the Undergraduate program by coordinating and scheduling course exams and course registration, by maintaining student records and files, student awards and internships, and providing program communications including updating the website and social media tools.
• Producing, editing, and proof-reading promotional materials and creating graphic designs and layout (course brochures, event posters, flyers, programs and other publicity) for advancement, outreach, events and promotional purposes

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three (3) years of recent and related experience in providing front-line undergraduate student support and program/event administration, in a postsecondary academic environment.
• Experience with coordinating Undergraduate administrative processes, and working knowledge of registration, enrolment, programs, courses and student academic-related matters in a post-secondary school environment
• Demonstrated solid experience in coordinating and planning small to major events.
• Experience with the Faculty of Arts and Science governance process for revising existing programs and proposing new courses.
• Experience with coordinating the full administrative process for new courses/program development and/or modification.
• Experience coordinating and scheduling appointments, meetings, and calendars and taking minutes.
• Experience working with guidelines regarding undergraduate programs, and collective agreements concerning faculty and CUPE 3902 Units’ appointments and other related collective agreements.
• Experience with coordinating/assisting with course instructor hiring, position descriptions, and contracts
• Experience with providing detailed explanations on programs of study and other related information.
• Experience developing and maintaining records and files.
• Demonstrated experience with preparing and editing content for communication, promotion and event material.
• Experience working with databases and providing statistical reports
• Experience supervising work-study students.
• Advanced skills working in the ROSI system.
• Advanced skills in Microsoft office including Excel, Word, PowerPoint, Access and email applications; HTML skills and/or other web editing tools for updating websites.
• Advanced skills using social medial tools.
• Excellent oral and written communication, interpersonal, organizational, problem-solving and time management skills.
• Proficiency skills with using of design software (e.g. InDesign, Dreamweaver, WordPress, Photoshop and Publisher).
• Ability to coordinate event logistics and perform event setup and closure , including but not limited to standing, bending, lifting and reaching etc.
• Knowledge of Munk students and programs.

Assets (Nonessential):

• A knowledge of and familiarly with academic and professional communities relevant to the Centre for the Study of the United States and Centre for the Study of Global Japan.
• Preference will be given to applicants that speak Japanese fluently.

To be successful in this role you will be:

• Courteous
• Diligent
• Efficient
• Meticulous
• Multi-tasker
• Organized
• Possess a positive attitude
• Team player

Closing Date: 03/21/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services
Recruiter: Ann Yang

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.