External Relations Co-ordinator

Primary purpose

Responsible for effective coordination and support for all activities within the Communications and Strategic Initiatives team at IQC.

Key Accountabilities:

The incumbent is responsible for coordinating activities within the Communications and Strategic Initiatives team including:

• Provides a wide range of co-ordination support to the Strategic Initiatives team;
• Assists with the planning and execution of key government relations, fundraising, friend-raising and alumni events. Duties include but are not limited to the following activities: handles logistics, including menu planning, venue liaison, parking requirements; develops invitations, manages the rsvp process, and prepares name tags, etc.;
• Performs a range of duties to support government and donor relations, including but not limited to the following: prepares thank you letters; liaises with various Faculties and departments to ensure appropriate timely, personal acknowledgement;
• Facilitates meetings by booking travel requirements, facilities and refreshments, preparing presentations, handouts and reports; produces meeting notes and attends to special requests;
• Researches and prepares reports, letters, agendas, promotional kits, briefing notes and a variety of other materials to support the Strategic Initiatives team;
• Supports the Strategic Initiatives team’s finance and budgeting process, including assisting with the team’s annual budget preparation, prepares cheque requests, purchase orders, shipping orders, travel and expense claims and other paperwork as required, handles the team’s monthly account reconciliation;
• Assists with the collection and organization of data for yearly federal and provincial reports with Communications Officer and Manager, Special Projects;
• Coordinates IQC Board of Directors, Scientific Advisory Council and Executive Committee meetings in coordination with the Executive Director and Associate Director;
• Provides administrative support to the Chair of the IQC Advisory Board;
• Facilitates bookings of IQC meeting rooms with internal and external constituents;
• Manages internal and external bookings of Multi-purpose room including booking requirements, seating transitions and technician booking;
• Co-ordinates internal communications including monitoring the IQC contact database, weekly emails, and moderating internal email/mailman lists;
• Maintains IQC photo database and communicates with photographer(s) to keep database updated;
• Handles requests for photos and videos, respond to media inquiries and make appropriate referrals in a timely manner;
• Manages the Strategic Initiatives team paper and electronic filing systems including managing and organizing files on shared drives and Sharepoint;
• Manages the inventory of materials, swag and merchandise; coordinates new orders with team and external vendors;
• Co-ordinates tour requests of the Mike and Ophelia Lazaridis Quantum-Nano Centre (Lazaridis Centre) including coordinating tour guides, logistics, arranging presentation materials and communication with contacts;
• Plans and manages VIP and other tours of IQC involving dignitaries from abroad, Canadian dignitaries and high-level University of Waterloo administrators; organize media photo opportunities, press tours, etc.;
• Interacts with the Office of the President, Provost, Vice President (VP) Advancement and other administrators to relay information, and engage parties in visits/events/meetings;
• Manages the Strategic Initiatives equipment needs and orders supplies and marketing materials;
• Acts as liaison with the IQC administrative team, attending meetings and reporting on activities and issues as required;
• Provides advice and support to the Associate Director on the development and management of effective administrative systems and protocols;
• Performs back-up duties for event co-ordination in the event of Event Manager’s absence and assist in arrangements for special events;
• Performs back up duties for multimedia co-ordination in the event of the Multimedia Co-ordinator’s absence with relation to projection and equipment use in Multi-purpose room.

Position requirements

Education

Completion of a Bachelor’s degree or equivalent experience

Experience

/*-->*/ /*-->*/ /*-->*/ /*-->*/ /*-->*/ Several years of administrative/coordination experience in a complex, dynamic and fast-paced environment. Experience in a research/academic environment an asset. Competencies will include strong communication skills including written and oral, strong organizational skills, coordination skills and project management experience.

Technical

Nature and Scope

Interpersonal contacts

Internally, the incumbent will initiate and maintain contact and professional working relationships with senior personnel in IQC, the University’s Communications and Public Affairs Office, University Advancement, and with the President’s and Vice President’s Office,

Physical and sensory demands

Minimal demands typical of a staff position operating within an office environment. Lifting and transport of moderately heavy equipment (max 40 lbs) is sometimes required. 

Working environment

Minimal exposure to disagreeable conditions typical of a staff position. Some hours outside of normal office hours may be required.