Program and Event Coordinator

Department: Arts-Office of the Dean
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 06/02/2025 to 06/01/2026 
 

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

General Purpose

The College of Arts consists of over 100 faculty in five academic units engaging in cutting edge teaching, research, and creative activity in fields such as Improvisation Studies, Studio Art, Music, Creative Writing and Theatre. The college is home to the Bachelor of Arts (BA) and the Bachelor of Creative Arts, Health and Wellness (BCAHW) with majors that span the arts, social sciences, and humanities, and the Bachelor of Arts and Science (BAS) with specializations within the arts, social sciences, and sciences.

Duties and Responsibilities

Reporting to the Manager of Facilities and Operations, the Event Coordinator will provide event and operational support for numerous performance, recruitment, and research events organized through the college. This includes, but is not limited to:

• Music concert series, such as Noon Hour Concerts, choir and ensemble performances, juries, and recitals,

• Theatre and musical theatre performances, 

• Recruitment events such as open houses and campus tours,

• Kids camps and high school student outreach programming,

• Research and graduate studies conferences and workshops,

• Visiting scholars/faculty, guest lectures, and speaker series, 

• Awards and convocation ceremonies, staff appreciation, social and donor events,

• Venue reservations and rentals, including working with student clubs and external community members.

The incumbent will coordinate event planning and logistics, including booking rooms, organizing hospitality and furniture setup, and facilitating communications to support and promote events and academic activities. They will additionally support operations and facilities management by (i) coordinating work orders for maintenance, repairs, and equipment moves, (ii) updating eAccess permissions and managing physical keys, (iii) developing inventories, and (iv) providing general support for administrative tasks.
 

Some evening and weekend work may be required. 

Requirements

• Completion of a two-year college diploma, preferably in business, event management, or a related field.

• Experience in event coordination, financial and office administration, preferably in a post-secondary environment.

• Proficiency in Office 365 (Word, Excel, Outlook, PowerPoint, SharePoint) and virtual meeting platforms (MS Teams, Zoom).

• Familiarity with AI tools (e.g., ChatGPT, MS Copilot) and ability to adopt new technologies.

• Knowledge of privacy regulations and best practices for handling sensitive information.

• Strong understanding of university structures, policies, and academic operations.

• Proven skills in event logistics, vendor coordination, and customer service.

• Excellent time management skills, with the ability to manage competing priorities and meet deadlines.

• Able to work independently and collaboratively in a dynamic, high-demand environment.

• Strong communication, interpersonal, and networking abilities.

• Demonstrated experience in promoting events and programs, and fostering community engagement.

• Proven problem-solving skills and initiative with a focus on continuous improvement.

• Knowledge of university operations, with an asset being familiarity with Arts and Humanities programming.

• Current First Aid certification (Emergency or Standard) or willingness to obtain.

Employee Type: Temporary 
Position Number: 10921164 
Classification: USW, Local 4120 Salary: Band 4  
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 05/05/2025  
Closing Date: 05/12/2025