Senior Coordinator, Event Management (Sports and Recreation)

University of Ottawa•Ottawa, ON

10h•CA$64,865 - CA$81,935•Onsite

About The Position

Responsible for the planning and organization of events for the sector. Plan and deliver, from conception to post-mortem, events for students, employees and the surrounding community at, or related to, Gee-Gees teams. These events are a major contributor to the student experience on campus, both for the general student population and student-athletes on our various teams. These events also garner a lot of attention at the local, provincial, national and international level, elevating the reputation of the institution and is a significant source of revenue generation for the service.

Requirements

Advanced knowledge of sport or event management principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
2 years of experience working in the field of sport and recreation (event hosting is considered an asset).
Bilingualism: French and English (spoken and written), to be considered for this position, 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.
Experience problem-solving in high-stress, fast-paced environments.
Experience in the supervision and management of casual employees.
Strong interpersonal skills, diplomacy and tact.
Ability to produce high quality work under pressure while meeting strict deadlines.
Advanced organizational skills: ability to manage multiple tasks simultaneously.
Ability to work as part of a team.
Strong sense of autonomy and self-motivation.
Familiarity working with OUA/RSEQ/U SPORTS event hosting requirements is an asset.
Familiarity with Microsoft suite, as well as other event planning software and event related technology (e.g., ticket scanners, POS machines, etc.).
Ability to work predominantly non-traditional hours during peak periods of the competitive season (August to April).

Nice To Haves

event hosting is considered an asset
Familiarity working with OUA/RSEQ/U SPORTS event hosting requirements is an asset.
Familiarity with Microsoft suite, as well as other event planning software and event related technology (e.g., ticket scanners, POS machines, etc.).

Responsibilities

Plan events for respective portfolio (assigned by Supervisor) and special events in collaboration with other sectors within the service, as well as other departments within the university and occasionally external partners. Excellent fan experience and student experience are at the core of all decision-making.
Engage in open dialogue with teams and coaches regarding their needs and wants for events. Develop action plans and coordinate all elements to ensure a successful event.
Manage and establish a budget for their respective events, including providing quotes (e.g., staffing, equipment, fees) and tracking expenses. Continuously reassessing current practices and opportunities to increase revenue generation.
Manage all logistical components of events in portfolio, including contract negotiations, bookings, facility needs, registrations and ticket purchases, set-up and tear down, webcasting, food and beverage, merchandise, etc. Outline every element of each event and assign tasks, timelines, and deadlines for each component of the plan.
Attend events in portfolio as lead decision-maker and main point of contact for guests and other stakeholders (i.e., client relations). Respond to urgent requests and those requiring special attention in a fast-paced, high-visibility environment.
Oversee a large number of staff throughout the event. Participate in hiring and training process for new casual staff and on-going professional development of all casual staff.
Seek out feedback on events from all stakeholders, conduct reviews and bring forth recommendations for future events.
Establish and maintain campus and community relations to facilitate the hosting of events in our facilities, on-campus and within the community.
Actively participate in annual planning sessions for the sector. Bring forth ideas and best-practices in the industry to enhance the quality of our events.
Learn and operate key I.T. systems required in the preparation for, and hosting of, events. These include but are not limited to: webcasting technology, ticketing software, Point of Sale terminals, and more.
Oversee and manage special projects, as assigned by the supervisor.