Marketing & Comms | Event Coordinator - FT

Mandate:
The Event Coordinator supports the Faculty of Engineering and Computer Science (ECS) in advancing its strategic priorities through the planning and delivery of high-profile, public facing events. As one of the fastest growing Faculties at the University of Victoria, ECS engages a wide range of internal and external communities—including students, faculty, alumni, donors, government, and industry partners.

Reporting functionally to the Director, Faculty Finance and Budgeting and operationally/day-to-day to the Manager, Faculty Operations and Projects, this role contributes to enhancing the Faculty’s visibility, reputation, and relationships by coordinating events that celebrate excellence, foster engagement, and support partnership development. The position ensures that events are delivered in a professional, inclusive, and cost-effective manner, aligned with University policies and ECS strategic goals.

Objectives:

• Plan and deliver a portfolio of Faculty events that effectively showcase ECS programs, research, and community impact. 
• Ensure seamless coordination and execution of events, with strong attention to detail, logistics, and participant experience. 
• Build and maintain collaborative relationships with internal units, external partners, and service providers to support successful event delivery. 
• Support consistent, efficient, and scalable event planning practices through the development and use of tools, processes, and documentation. 
• Contribute to a positive, inclusive, and accessible event environment aligned with UVic’s commitments to equity, diversity, inclusion, and reconciliation. 

Working Conditions:
This position requires flexibility to work occasional evenings and weekends to support events, and the ability to move event supplies up to 15 kg.

This position requires a level of education, training, and experience equivalent to a two-year diploma in hospitality, tourism, event management, or a related field, plus a minimum of four (4) years of relevant experience coordinating events. An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, and Abilities:

• Demonstrated experience planning and delivering events, including large-scale or high-profile events, with strong attention to detail. 
• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines in a dynamic environment. 
• Ability to identify issues, assess risks, and implement effective solutions while exercising sound judgement, diplomacy, and tact. 
• Experience coordinating with a range of stakeholders, including senior leaders, service providers, volunteers, and external partners. 
• Experience with volunteer management and lifecycle, including recruitment, training and offboarding.
• Demonstrated ability to develop and manage event budgets, including tracking, forecasting, and reporting. 
• Strong communication skills, including the ability to prepare and edit event materials such as invitations, agendas, and briefing notes. 
• Proficiency with standard office and event coordination tools (e.g., Microsoft Office Suite, calendaring systems, virtual platforms). 
• Ability to work independently and collaboratively within formal and informal teams. 
• Demonstrated commitment to equity, diversity, inclusion, and creating accessible environments. 
• Ability to work effectively under pressure in event-driven environments. 

Assets:

• Experience working in a post-secondary or public-sector environment. 
• Knowledge of university protocols, governance structures, and event practices.