York U: Redefine the Possible
 

Complete Position Details

Posting Number: CPM-10493
Position Title: Associate Director, University Events and Ceremonies
Department: Advancement - Office of Advancement Services
Category: Managerial/Professional
Reports To: Executive Director, Advancement Services & Operations
Affiliation/Union: CPM
Salary Grade: F
Hiring Salary Range: $81,985 - $92,233
Maximum of Salary Range: $112,729
Hours of Work: 9:00 am - 5:00 pm
Full-Time / Part-Time: Full-Time
Duration: Permanent
 
Purpose:
The Division of Advancement promotes York University’s teaching and research priorities by engaging our diverse community of alumni and friends to build long-term mutually-beneficial relationships to secure philanthropic support for the University’s students. Our team is comprised of three departments: Advancement Services and Operations leads efforts to support the Development and Alumni Engagement teams. Development leads efforts to promote and secure philanthropic support from alumni, donors, parents and friends. Alumni Engagement provides programs and services to over 295,000 York alumni worldwide. Our mission is to inspire and cultivate meaningful engagement and philanthropic support within our diverse communities to advance York University’s excellence in education, research and community service. We accomplish our mission through our values of accountability, collaboration and entrepreneurship. The Associate Director, University Events and Ceremonies supports this mission by providing strategic planning, overall development, implementation and assessment and oversight of institutional events and ceremonies taking place under the auspices of the Division of Advancement, including a wide range of high profile events on behalf of the Office of the President and senior administration, donor recognition and events, convocations, installations of Presidents and Chancellors, Remembrance Day and other pan-university events. The incumbent works in consultation with the Executive Director, Advancement Services & Operations along with senior administrators, department heads and with colleagues within the Division of Advancement to develop, manage and evaluate events for the York community, including donors to foster a growing level of pride, engagement with and support for the University. The Associate Director, University Events and Ceremonies leads a team of an event planner and coordinators in the provision of standards, direction and support for a wide variety of institutional events and ceremonies to ensure events are aligned with the expected outcome(s) and there is a positive impact on the York brand. S/He ensures that proper protocol guidelines and University traditions are followed. S/he provides direction and advice on convocation procedures and practices to all members of the University community. The Associate Director, University Events and Ceremonies has supervisory responsibility for four (4) direct reports. S/He makes recommendations that affect those supervised, such as hiring, firing, promotion, and/or discipline. This position has responsibility for management action under collective agreements (e.g., notice of job closure, grievances, performance issues, etc.). S/he is responsible for the development and management of budgets for the University’s convocation ceremonies, for resourcing the events team and to support budget development for clients who rely on the incumbent’s expertise in event planning to develop budgets that match event objectives. S/he is responsible for addressing all aspects of risk management including the management of health and safety concerns, the protection of University assets and its reputation, and compliance with all relevant laws and regulations.
 
Responsibilities:
STRATEGIC PLANNING:
Develops and implements a strategic calendar of annual events and ceremonies for Events and Ceremonials to celebrate student success, enhance community engagement, student experience and the University’s reputation. Keeps apprised and works with the Office of Vice President Advancement, Development and Alumni Engagement departments to identify key engagement opportunities for alumni, donors and friends ensuring alignment with the strategic priorities of the Division of Advancement and the President’s Office. Develops and oversees the implementation of overarching master project management plans including multiple and complex schedules and budgets, identifying critical paths with dates and deadlines to ensure events meet key objectives while fully supporting the York brand, and managed and delivered on time and within budget. Contributes to organizational effectiveness, through the development of policies, processes and systems, focused towards maximizing quality, efficiencies and effectiveness. Liaises with the Executive Director, Advancement Services & Operations and staff to audit practices, recommends and implements strategies as required. Ensures that the service processes and procedures are fully documented, measured, reviewed and published to ensure a consistent and repeatable level of service. Consults regularly with the President’s Office to plan the President’s role and attendance at relevant events to meet strategic goals. Develops new initiatives to enhance events and collaborates with colleagues across campus to provide event expertise in support of new events and programs aimed at meeting University priorities. Undertakes post event analysis to determine return on investment of event programming. Researches industry-wide best practices for events and ceremonial engagement and recommends any changes to University-wide events and ceremonial policies and procedures which include making recommendations to senior administration, and various Faculties and Units across the University.

EVENTS MANAGEMENT & EXECUTION:
Develops and oversees the implementation of project management plans including schedules and budgets, identifying critical dates and deadlines. Ensures all stakeholders are fully apprised of dates, tasks, plans and activities in a timely manner for planning purposes. Arranges and oversees venue selection, preparations and negotiates facility arrangements for internal and external events and ceremonials. Identifies and manages University support services such as Facilities, ITC, Communications and other areas as needed. Organizes and administers post-event evaluations and integrates evaluative feedback into refinement of project plans. The incumbent is responsible for development of final statistical and evaluative reports to assess the overall success of all events to ensure that they meet goals and support Divisional and University objectives. Responsible for addressing all aspects of risk management including the management of health and safety concerns, the protection of university assets and the University's reputation, and compliance with all relevant laws and regulations. Resolves complex, sensitive complaints along with requests and constructive views from guests, community members, alumni, donors and parents regarding events. Oversees logistical arrangements for the Chancellor (accommodation and transportation, etc.) pertaining to participation in Events and Ceremonials.

Convocation:
Oversees the semi-annual convocation ceremonies for the University; responsible for all aspects of the event including the execution of numerous ceremonies for an estimated 10,000 students annually; manages all the relationships with key internal and external suppliers, and oversees volunteer management. Provides leadership in the planning, operations, staffing, logistics, coordination and production of the convocation ceremonies. Liaises with all University stakeholders – President’s Office, Office of the Secretariat, Senate Sub-Committee on Honorary Degrees and Ceremonials, Registrar’s Office, Chancellor and Deans. Supports the identification and implementation of alumni engagement activities at convocation in collaboration with the Alumni Engagement Office. Responsible for managing the budget for annual convocation ceremonies. Creates strategic plans for convocation ceremonies based on post production analysis and feedback from stakeholders. Identifies revenue opportunities to support the convocation budget and works with procurement on RFP(s) and contract(s) negotiation(s) ensuring value for money. Oversees all aspects of convocation working closely with the Office of the President, and all other units as needed to ensure that proper protocol, guidelines and University traditions are followed. Participates in the selection committee of honorary doctorates. Oversees all honorary events during convocation to celebrate the conferral of the degrees with appropriate memorabilia. Includes oversight of publications for honorary doctorates, the development and management of honorary doctorates visits, and participation in Convocation. Manages Convocation social events such as Convocation luncheons and dinners for attendees such as honorary doctorates and Faculty receptions. Provides expertise and guidance on departmental convocation activities and ensures that practices at the faculty level are in keeping with institutional policy and procedures. Establishes and maintains a close, efficient working relationship with senior administration and staff at the site for York’s convocation ceremonies. Develops requisite training schedules, agendas and materials, and oversees the implementation and evaluation of staff / student training for Convocation. Ensures that a sufficient number of volunteers are sourced for the ceremonies and is responsible for managing in excess of 50 volunteers and 100 paid student staff required to successfully execute Convocation ceremonies. Responsible for addressing all aspects of risk management including appropriate security arrangements, the management of health and safety concerns, handling confidential and sensitive matters, the protection of University assets and the University’s reputation, and compliance with all relevant laws and regulations. Develops appropriate contingency planning for all ceremonies; handles all special needs requests and complaints. Actively participates on committees and working groups as the University’s key expert on convocations to provide advice on convocation ceremonies and ensures that all plans are developed and implemented. Provides advice and expertise on long term strategies, initiatives and priorities of convocation. Responsible for the implementation and delivery of both short and long term strategic plans.

Donor Recognition / Campaign:
Oversees all aspects of development events, including donor recognition events and campaign related events. Ensures that all monies handled at the event are processed following University policies and procedures. Manages the events within the prescribed budget for the event, provides strategic advice to clients on event logistics to support the event objective.

Institutional Events:
Oversees all aspects of institutional events on behalf of the University President and / or Chancellor and / or Chair of Board of Governors. Implements annual institutional events (such as Hail and Farewell, Presidential Town Halls, staff awards and recognition) as well as ad hoc University institutional events including building openings, announcements, receptions, memorial services, funerals etc. Ensures protocol and etiquette as it relates to visiting dignitaries, ceremonial traditions and practices is observed. Exercises independent judgment when unanticipated situations arise. Has a strong knowledge of Faculties and governance structures and of institutional strategic directions, goals and objectives. Maintains complete confidentiality of embargoed events. Uses discretion, diplomacy and tact in managing sensitive or confidential matters. Works with communications teams in Communications and Public Affairs, the Division of Advancement, Faculties and the President’s Office to raise awareness and promote internal pride in all institutional events. Includes oversight of publications for government announcements.

HUMAN RESOURCES MANAGEMENT:
Manages four (4) YusApuY staff which includes responsibility for hiring, assessing requirements, ensuring processes and appropriate training plans are documented and implemented, modifying job responsibilities and work schedule, assessing work performance and taking corrective action (including disciplinary action up to termination), determining whether to retain probationary / trial period employees, authorizing overtime and responding to requests for time off. The incumbent acts as the management representative in the event of employee relations issues such as Article 7 / Article 11 issues, grievance and arbitration actions. The Associate Director mobilizes resources within the Division of Advancement, recruits/hires student staff and develops and maintains a strong pan-university team for the successful implementation of events, Convocation ceremonies and related activities. Plans, directs and reviews the work plan for the unit, meets with staff to identify and resolve issues; assigns work activities; reviews and evaluates work products, methods and procedures. Motivates team members by providing feedback, grooms team to grow in skill set, experience and knowledge to support succession planning. Contributes to the development of a cohesive team and motivates staff to work together to achieve the goals of the Division of Advancement and the University, and to create a team-focused environment that is flexible, adaptable and open to continuous improvement. Develops and maintains good working relationships and communications with all levels of University administration and staff to facilitate co-ordination of pan - University and Division of Advancement events. Responsible for the planning and execution of projects assigned by the Executive Director Manages, administers, plans and directly supervises staff on the implementation of specialized project plans and operations, ensuring that university policies, department procedures and labour regulations are followed and maintained. Collaborates with the Division of Advancement management team to provide support to and participate in pan-University events, such as Convocation. Ensures practice of University Health and Safety regulations through commending staff health and safety performance; compliance to relevant sections (sec. 25,26.27) of the Ontario Health and Safety Act, pertaining to managers/employers and/or supervisors.

FINANCIAL / BUDGET MANAGEMENT:
Responsible for the budget for her/his portfolio, including planning yearly budgets, signing contracts, monitoring, authorizing payments, following up discrepancies, and preparing year-end forecasts. In co-ordination with Procurement Services, negotiates pricing and services from various vendors such as tents, florists, caterers, audio-visual providers, photographers, equipment rental companies, and entertainers. Manages relationships with key internal and external suppliers including venue, security, emergency medical services, robe rentals, food service, retail vendors, photography, production service, entertainment, ASL interpreters, and parking services.
 
Contacts:
Type: Office of the President, the Chancellor, Chair of the Board of Governors, the Secretariat, Vice-Presidents, Asst. Vice Presidents, Deans, College Masters and staffs, heads and staff of academic and administrative units, College Academic Advisors, student government officers, and York students.
Purpose: Information gathering, provision of advice, problem solving, liaison and managing successful implementation of events, convocation, ceremonials and special projects.

Type: Government agencies, post-secondary institutions, parents, the general public, vendors.
Purpose: Information gathering, provision of advice. Complaint resolution and advice, policy interpretation, contracts, purchasing, etc.
 
Supervisory Responsibilities:
Affiliation   Number of Individuals   Direct/Indirect   Type
YUSA   4   Direct   Administrative/Secretarial/Clerical
Student   120   Indirect   Administrative/Secretarial/Clerical
Work Study Student   2   Indirect   Administrative/Secretarial/Clerical
Volunteer   50   Indirect   Administrative/Secretarial/Clerical

Nature of Responsibility of Others:
In consultation with the Executive Director, Advancement Services & Operations, the Associate Director has full managerial authority with responsibility for hiring, training, assessing staffing requirements, modifying job responsibilities, scheduling hours and days of work, assessing work performance and taking corrective action (including disciplinary action up to termination), determining whether to retain probationary employees, authorizing overtime, responding to requests for time off. The Associate Director acts as a management representative in the event of grievances and other employee relations issues.
 
Physical & Sensory Demands/Environmental Conditions:
Notes: General office environment. Physical demands include interactive keyboarding skills (approximately 30%), and long periods of standing at events. Sensory demands include a higher than usual level of listening and concentration when working with Advancement and University staff as well as external contacts, and dealing with irate community members or guests. Position includes regular travel to manage events both locally and in major centres nationally and at times, internationally.
 
Decision Making:
The incumbent makes decisions, internally in conjunction with Executive Director, Advancement Services & Operations, and externally with the appropriate client(s) and vendor(s). The incumbent is accountable for the effective management of all Advancement and pan-University events and makes assessments regarding the effectiveness of events. The incumbent must be able to recognize situations which require further action. Discretion, judgment, tact and diplomacy are essential. The incumbent determines resource requirements, time frames, cost effectiveness of Advancement and pan-University events.
 
Direction Received:
Direction received from Executive Director, Advancement Services & Operations and the President’s Office. However, this position is expected to function independently, establish its own objectives within the context of short and long term Advancement plans, and proactively identify means of enhancing its productivity. Regular management meetings are held to ensure the overall goals and directions of the department are being met. Also, direction will come as a result of attendance and consultation within project team(s) and planning sessions.
 
Financial/Budgetary Control:
Payroll Budget   $483000
Operating Budget   $2500000
Signing authority on budget expenditures. With Executive Director, participates in overall budget and staff resource planning for unit. Managing expenses within the unit’s operating budget and any special project budgets for the area’s responsibility. This includes involvement in budget planning, authorizing expenditures within the budget allocation and appropriate fiscal management of budget. Makes recommendations to the Executive Director, Advancement Services & Operations regarding expenditures for Advancement and pan-University events. Responsible for the safety of materials and equipment at events.
 
Education:
University Degree.
 
Experience:
At least six years in a university environment with a focus on convocation, institutional ceremonies, advancement, student services and/or student life. Experience in project management and managing large, multi-faceted and complex events or initiatives. Extensive knowledge of the organization and workings of a university at a departmental and constituency level; highly developed political sensitivity; knowledge of protocol. Knowledge of the Occupational Health and Safety Act and the University health and safety procedures as they apply to the workplace. Knowledge of French would be an asset.
 
Skills:
The incumbent will have demonstrated the ability to maintain strict confidentiality on a continuous basis; working under pressure of high volume; responding effectively to changing priorities; proven ability to exercise good judgment and initiative; exercising leadership to motivate staff, students and volunteers to provide excellence in service; establishing and maintaining good working relationships with all parts of the University, government and corporate offices at a senior level; recruiting and developing a highly motivated / functional team of convocation volunteers; proven public relations skills; high degree of discretion, tact and diplomacy; excellent oral and written communication skills, including grammar, punctuation and composition; excellent computing skills, including word processing, database management, and computerized spreadsheets; skill in preparing, and monitoring budgets; excellent analytical and organizational skills. S/he will also have demonstrated the ability to manage a variety of events.
 
 
Additional Notes:
This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
 
Criteria for Exclusion from a Bargaining Unit:
This position supervises other employees and makes recommendations that affect those supervised, such as hiring, firing, promotion, and/or discipline. This position has responsibility for management action under collective agreements (e.g., notice of job closure, grievances, performance issues, etc.).

This position is responsible for formulating, managing and administering budgets for the University, including the allocation of resources for the employment of staff. If this position's responsibilities are primarily accounting/bookkeeping and reconciliation functions, do not check this box.

Due to the confidential capacity of this position, given it directly reports to individuals engaged in the administration of collective agreement, including grievances, negotiations, etc., the incumbent would have prior knowledge of the University's position in negotiations. This would place the incumbent in a conflict of interest.

This position is responsible for the formulation of policy objectives and makes effective policy recommendations related to the development of administrative and academic programmes, including recommendations that would impact on staffing complement.

This position is responsible for making binding decisions involving independent judgement and discretion over important aspects of the University's business (e.g., independently negotiating and authorizing contracts, on behalf of the University, with third parties).

 
Dates:
Internal Posting Date: May 19, 2017
Internal Application Deadline: Posted until filled
 
Extended Posting Date: May 19, 2017
Extended Application Deadline: Posted until filled
 
External Posting Date: May 19, 2017
External Application Deadline: Posted until filled

Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.

Thank you for your interest in a career with York University.

Are you interested in applying to CPM-10493? To apply to this position click the following link to access our online application portal: https://hr2.apps01.yorku.ca/machform/view.php?id=13474

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The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. York University is committed to employment equity and diversity and a positive and supportive environment.

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We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

Please note, due to the high volume of applications received only those selected for an interview will be contacted.