Project and Event Planning Administrator

The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J0324-0004

Job Title:  Project and Event Planning Administrator

Job Type:  Career Development Assignment (CDA)

Department:  University Registrarial Services

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  05/03/2024

Closing Date (dd/mm/yyyy):  12/03/2024

Salary (with Salary Rate):  64,074.00 - 70,040.00/Year

Assignment Duration From:  05/03/2024

Assignment Duration To:  28/06/2024

Employee Group:  CUPE 2424

Salary Level:  8PE

Hours Per Week:  35

Date Position Available:  05/03/2024

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

The Project and Event Planning Administrator is responsible for the coordination of all office space and facilities requirements; coordination and planning of office moves; planning set up of seasonal call centre and student registration assistance drop in centre. The Project and Event Planning Administrator is responsible for the compilation, submission and auditing of monthly leave reports within the Registrar's office. The incumbent is responsible for large scale event planning and implementation; meeting support, including scheduling, planning agendas, taking minutes, facilitation of process reviews and post mortems. The incumbent is responsible for overseeing the administration of the ACD telephone system; liaising with CCS telecom and CCS Helpdesk for installations and moves; and conducting monthly audits to ensure billing accuracy. The incumbent coordinates the general operations of the office such as equipment maintenance, purchasing, inventory control and ordering of supplies. The incumbent is responsible for maintenance of all office process documentation for the implementation, data collection and results of various surveys; and the coordination of the annual purge of the student filing system. The Project and Event Planning Administrator provides telephone support to students as required. Additionally, the Project and Event Planning Administrator is responsible for administration of special projects as directed by the Manager of Operations.

The incumbent must possess the following qualifications:
• Strong interpersonal skills, ability to perform as an effective team member, ability to provide support to colleagues. Must have tact, diplomacy, empathy and discretion.
• Exceptional communication and public relations skills with the ability to communicate effectively both orally, written, and in person.
• Incumbent must be able to problem solve and know when and where to refer students and potential students for additional information and assistance.
• Strong analytical, problem-solving and interpretive skills. Ability to analyze data and make recommendations.
• Must build and maintain strong positive relationships with other departments, with service units and with external vendors.
• Must be extremely flexible and adaptable to unpredictable situations, and have the ability to respond accordingly.
• Strong computer skills – specific experience with the following software packages/applications (Microsoft Word, Excel, PowerPoint, Outlook, Banner and Eleware), and the ability to keep up with and adapt to changing technology.
• Ability to work independently exercising sound judgment.
• Resourceful with the ability to take initiative.
• Excellent organizational skills and ability to multi-task, coordinate and execute activities efficiently and effectively.
• The incumbent must understand survey and analysis methodologies in order to analyze and synthesize performance data.
• The incumbent will be required to present staff and client survey results as well as to lead post mortem processes, requiring communication, presentation and facilitation skills.
• The incumbent is required to work independently to maintain procedural and policy documentation.
• Project management skills and experience with facilities management are required in order to plan for seasonal call centre, for seasonal student registration assistance set up and tear down.
• Project management skills, exceptional public relations skills, large scale public event planning experience, and supervisory skills are required in order to plan and assist with running convocation.
• The incumbent must be available to work overtime as required.

The above is normally acquired through the completion of:
• 3 years post secondary education, University degree preferred.
• Five years of relevant experience, preferably in a university environment.
• Experience with office administration, office moves, and facilities support
• Experience planning and working at large scale public events and internal events
• Project management experience

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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