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Program Coordinator (6 month contract with possibility to extend) - The Fields Institute

Jan 04, 2021
Old Toronto, Ontario

Are you a tech-savvy event organizer with a positive outlook and excellent communication skills? Do you also have knack for writing concise emails, a penchant for following through on administrative tasks, enjoy graphic design, and have a passion for science? If so, this role is for you!

Reporting to the Manager of Scientific Programs (the Manager), the Program Coordinator (PC) will organize and administer initiatives / events which support the Fields Institute mission to create a supportive and stimulating environment for mathematics innovation and education. As a key point of contact at the Institute, the PC actively provides participants, staff, and the Directorate with services and support that are consistently excellent, professional, and friendly. This role may involve some home-office based work, depending on public health directives. 

The Fields Institute supports research in pure and applied mathematics, statistics, and computer science, as well as collaboration between mathematicians and those applying mathematics in areas such as engineering, the physical and biological sciences, medicine, economics and finance, telecommunications and information systems.

The Institute has been designed to support and enhance collaborations with event space for about 300 visitors and office space for about 100 people. The PC uses strong organizational, interpersonal, and administrative skills to cheerfully and effectively bring about superb events as well as support / assist and communicate with staff and the academic communities with which the Institute works and interacts.

Essential Work Activities

1.  Program coordination, delivery, and logistics management:

  • organize workshops, conferences, symposia, seminar series, and other scientific programming
  • coordinate day‑to‑day activities of Programs
  • staff Programs to ensure their smooth operation and ensure that all logistics and event details are implemented as planned
  • facilitate online events and participation of online participants at events held at Fields
  • provide AV support and arrange for catering and other event needs
  • create event posters, programs, and agendas
  • ensure that communications for event participants are clear and complete
  • maintain event files including documentation and correspondence
  • in consultation with Program Organizers and the Manager, prepare, send, and log invitations to event participants
  • maintain accurate Program budget information
  • receive and organize receipts for participant reimbursements. Monitor receipts and records for compliance with Institute guidelines
  • as instructed by the Manager, prepare, distribute Program promotional materials
  • identify pertinent information for clear, concise, accurate, and professional announcements/communication
  • review processes and tools in order to suggest improvements to program delivery, value, and efficiency
  • other duties as assigned by the Manager, including reception duties

2. Information management and organization:

  • process and maintain data participant data, including invitations and acceptances
  • archive program, video, and presentation records
  • coordinate maintenance of Program websites; ensure that webpages function effectively and consistently with Institute standards
  • Produce, edit, update, and post online content in content management and other systems

3. Communication with members and relationship management with stakeholders:

  • communicate clearly and professionally with everyone at Fields, including staff, Program Team, directorate, organizers, participants, and other stakeholders
  • answer questions in a useful, helpful, collegial, and professional manner
  • be aware of, and apprise the Manager / Program Team of, issues or developments that arise

4.  Other duties as assigned by the Manager

Qualifications

Education:

  • University degree preferred

Experience:              

  • 3‑5 years of relevant experience preferred
  • Experience in event/program planning and implementation preferred

Computing Skills:

  • Proficiency in Windows and Mac Operating Systems
  • Superior knowledge of web-conferencing tools and practices (we primarily use Zoom, but may use other platforms as needed)
  • Demonstrated proficiency in Word, Excel, Outlook, Adobe Creative Suite products (e.g. InDesign, Photoshop, and Illustrator), and content management systems
  • Willingness to learn other computer programs as needed, particularly relating to graphic design, database development and video content creation

Other:

  • Excellent written and oral communication skills
  • Experience in event planning an asset
  • Strong personal accountability and ability to take initiative
  • Problem-solving ability
  • Excellent attention to detail        
  • Ability to work well under pressure
  • Efficient time management skills, practices, and habits
  • Ability to multi-task
  • Ability to manage competing priorities flexibly and creatively
  • Flexibility to move in and out of different tasks as required
  • Ability to work independently
  • Ability to take direction
  • Team player with disciplined, mature, professional approach
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