Duties and Responsibilities:

Reporting to the Manager, Strategic Communications, the Event and Outreach Coordinator is responsible for all aspects of the planning, concept development, production, promotion and overall coordination of special, in-house and adhoc events and in support of the Faculty’s strategic plan. They provide administrative and logistical support to the Manager, Strategic Communications and communications colleagues, as well as supporting communications and outreach activities. They have responsibility for the financial administration for events and programs under their oversight and the overall communications portfolio, and play a significant role in facilitating relationships with internal and external stakeholders.

Annually, the Event and Outreach Coordinator will be responsible for the successful delivery of a wide range of engaging in-person and virtual special events that build and support the profile of the Faculty and the strategic communications and marketing strategies established by the Manager, Strategic Communications. They are responsible for contributing to Faculty-based event marketing an communications, along with the provision of expert advice and guidance to academic units in support of their event promotions and engagement opportunities as they plan their own events. As a member of the Communications Team, they contribute to the creation, update and maintenance of captivating event promotional materials, and assist in the update and maintenance of the Faculty’s web presence and social media channels for all activities under their portfolio. They write and edit content for responsibilities under their mandate to help tell the Faculty’s stories across digital platforms, especially web, email, social media and related targeted assets and collateral. Events under their responsibility may include but are not limited to: recruitment and alumni events, public lectures, receptions, networking events, galas and conferences.

Qualifications:

The incumbent must possess the following qualifications:

• This role requires excellent communication and presentation skills (written and verbal); the ability to take initiative, determine and balance priorities, and an ability to work both independently and collaboratively to achieve identified goals.
• Sound judgement, listening skills and the ability to convince others not under their direct authority to complete tasks.
• Possesses a creative and enthusiastic attitude towards their work and the Faculty of Arts and Social Sciences in order to represent the Faculty positively and professionally.
• Strong commitment to supporting equity, diversity and inclusion in a complex cultural environment supporting stakeholders with a range of backgrounds and experiences
• The incumbent must have the maturity and good judgment and others and to maintain confidentiality with regard to sensitive issues, as well as when in contact with other Faculties and units.
• Must be comfortable in the use of various graphic design and office software tools, social media and WordPress, in order to create engaging promotional material in support of events and recruitment activities.
• The ability to work effectively and professionally with a wide group of people on various projects both independently and within a team environment.
• Excellent project management and organizational skills with the demonstrated ability to juggle many tasks while maintaining strong attention to detail.
• Demonstrated knowledge and experience planning special events in an academic environment.
• The ability to respond to constant and unpredictable pressures is crucial. The incumbent must be patient and non-judgmental; initiative as well as tact, diplomacy and a high level of interpersonal skills are mandatory to work with and relate to a wide range of stakeholders, including students, faculty members, external agencies, family members, etc.
• The incumbent may be required to work flexible hours, including some evenings and weekends to attend recruitment and outreach events.
• Advanced skills in electronic communication and virtual meeting tools (e.g., Zoom, Teams, Airmeet) that may be used from time to time in daily work and recruitment activities.

Education and Experience:

The above is normally acquired through the completion of:

• Undergraduate degree, preferably in Arts and/or Social Sciences.
• Five (5) years of progressively responsible experience in areas related to event coordination, social media/website design work, customer service, financial administration, and office administration ideally in an academic setting.

HR Note:

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.