City : Ottawa

Category : Regular Full Time

Industry : Education

Employer : University of Ottawa

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities. 

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong!
 

Position purpose:
Provides support and overall coordination for the Ceremonies and Events Office. S/he coordinates office administration as well as provides event, communications and logistical support to the Manager and Event Officer for various activities, projects and events.

In this role, your responsibilities will include:

• Coordinates the daily activities of the Ceremonies and Events Office, as the main resource person, to greet visitors, and respond to all inquiries to the Office in person, by phone and by email.        
• Coordinates and reconciles all financial procedures for the Ceremonies and Events Office, including but not limited to: requesting, collecting and reconciling all invoices, contracts, purchase orders, etc.; reconciling all Office purchasing credit cards; reconciliation of all travel expenses (pre-approvals, bookings and reconciliation), to ensure the University of Ottawa policies and procedures for spending and reconciliation is respected.
• Supports the Manager in monitoring budgets, timelines and success metrics (including planning and post-mortem outcomes) for various projects and Office initiatives.  
• Provide administrative support to the Manager and Event Officer as required for various events and projects. Including but not limited to, coordinating meetings, maintaining an up-to-date events calendar, inventory of promotional items and gifts, to maintain the day-to-day office functions. 
• Coordinates and supervises work assigned to students and/or volunteers employed in the Office to ensure that the execution of high-profile quality events support and enhance the University’s image and reputation with key partners.
   

What you will bring:

• A bachelor’s degree in the field of communications, marketing, event management or the equivalent combination of education, training and experience.   
• A minimum of 2 years of experience in an event coordination or event support position. 
• Experience coordinating digital, virtual and/or hybrid events considered an asset.
• Experience in providing bilingual customer service and acting as a resource person.
• Experience in bilingual administrative writing and excellent knowledge of grammar and spelling in French and English.
• Extensive experience in using information systems and software such as Windows, word processors, spreadsheets, electronic schedulers, databases (Raiser’s Edge), email, PowerPoint and Internet.
• Experience with virtual event platforms considered an asset. 
• Experience creating and posting website and digital content.
• Excellent interpersonal and communication skills. 
• Ability to work under pressure and juggle several projects simultaneously.
• Meticulous attention to detail with high quality/accuracy standards.
• Strong sense of organization and ability to prioritize work to meet multiple deadlines.
• Ability to work independently and as part of a team.
• Sound judgment, self-sufficiency, diplomacy, tact and initiative.
• Ability to respond quickly to unforeseen circumstances. 
• Work outside regular hours and work irregular hours during busy periods, as well as travel when required.
• Advanced knowledge of professional procedures of etiquette and protocol.

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 realise 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.