Date Posted: 07/26/2024
Req ID:38892
Faculty/Division: Faculty of Law
Department: Faculty of Law
Campus: St. George (Downtown Toronto)

Description:

About Us:

The Faculty of Law is one of the oldest professional faculties at the University of Toronto. Today, it is one of the world's great law schools. The Faculty's rich academic programs are complemented by its many legal clinics and public interest programs. The Faculty of Law is housed in the elegant, state-of-the-art Jackman Law Building, alongside two historic buildings, Flavelle House and Falconer Hall, on the St. George Campus in downtown Toronto.

Your Opportunity:

The Associate Director, Events and Facilities is responsible for developing the strategic direction for the facilities and events teams in addition to developing and executing on business development plans (short and long term) related to event sales/ revenues They will have full managerial authority over the Events/Facilities Management Office team. The incumbent is tasked with bringing together the resources of events and facilities to create a culture of seamless event management and execution. This individual will be a key leader in managing a number of the Faculty’s high profile special events, conferences and receptions. The incumbent works with internal and external customers to determine their needs and build repeat and expanded business. The incumbent drives business development efforts with an aim to generate income from events/conferences and from renting of faculty space. This position will also cultivate an internal faculty culture of responsible and appropriate use of space resources and centralized approach to planning that facilitates a cohesive and integrated approach to events.

The incumbent will manage the entire event life cycle from concept to completion; manage team members of varying levels of experience and skill, vendor partnerships, leasing agreements, client budgets, and timelines. The Associate Director will assess the client need, assemble project status reports, and will need to present our services to clients as a consultative face of the organization. Team member management and training of both volunteers, internal and external resources will be required.

Key event management responsibilities, through the leadership of and with the events team, include: managing the implementation of all events; establishing an event plan, budget, and critical path for each event; determining the program for events; preparing briefing materials for the participants/organizers; providing advice and guidance to organizers in the planning of ceremonial events based on own expertise and knowledge of University protocols, policies and procedures; recommending gift(s) for donors, visiting dignitaries and special guests; arranging event follow-up activities; supervising events staff to ensure work tasks are completed on schedule and department standards and policies are followed.

The incumbent has broad set of responsibilities involving planning for and management of physical facilities and related services that support a diverse array of teaching and research programs and users in the Faculty of Law community.

Key, facility management responsibilities, through the leadership of and with the facilities management team, include:

Developing long and short-term plans and priorities for building operations, building maintenance, building services and building security, managing within approved budgets.

Developing short and long-term plans for building renovations and improvements; working with the property manager to maintain the physical asset and execute minor and major construction/space improvement projects. Exploring and implementing opportunities to improve the utilization and functionality of building spaces to meet the growing needs of the Faculty; developing systems and administrative policies/procedures and oversees the service standards for building customer services such as mail, courier services, shipping and receiving, elevator operations, security operations, telephone communications, event and building logistics and space management; overseeing the management of the Faculty’s space inventory and space allocation requirements of the faculty community, implementing changes on a regular basis to meet the growth requirements and shifting priorities of faculty constituents; managing the health and safety activities and compliance with relevant laws, regulations, statutes and University policies / procedures; managing the faculty’s infrastructure, capacity and capability for emergency planning and emergency response.

The Associate Director plays a key role in supporting the faculty, staff, students and guests of the Faculty of Law by providing a safe, healthy and functional environment for the achievement of all elements of the academic vision.

Qualifications:

EDUCATION:

Bachelor’s Degree required (Master of Business Administration preferred) or an equivalent combination of education and experience. Project Management, facility management or event management certification an asset.

EXPERIENCE:

Minimum five (5) years progressively responsible and related experience in business development, managing, planning, executing, and supporting professional strategic and reputational events for diverse and distinguished guests; 5+ years of experience in relationship building with vendors, facilities/teams, and other key colleagues involved; 3+ years leading employees and teams. Experience in facilities management and ability to apply management principles, practices and techniques to ensure the effective administration of the unit and to ensure institutional goals are achieved. Fiscal and budget management knowledge and experience including developing and monitoring budgets; analyze financial data/sales data.

SKILLS:

Experience with technology including word processing, spreadsheet and presentation software is required; experience with social media and website updating.

OTHER:

Experience managing, planning, and executing strategic and reputational events with high level of professionalism, energy and initiative; Proven flexibility and general ability to respond to emerging opportunities and challenges with multiple competing priorities; Experience developing and implementing policies and procedures related to event/facilities management that ensures consistency, maximum revenue generation and/or cost containment with constant attention to risk management; Demonstrated integrity, dependability, sound judgement, teambuilding and resourcefulness to establish and maintain collaborative, positive, and effective working relationships with multiple and diverse constituency groups; Leadership skills to provide vision, motivation and guidance to all constituencies involved; Experience initiating and implementing projects with teams and independently; Ability to work collaboratively and build strategic work relationships with the University community, colleagues, peers, constituents, volunteers and vendors; Ability to lead through and resolve challenging, difficult and stressful situations with professional composure; Ability to be creative, enthusiastic and entrepreneurial, particularly while establishing business development goals and objectives that support the strategic plan; Excellent communication skills to express ideas and agreements concisely and persuasively, both orally and in writing, to a variety of constituencies; Ability to maintain a positive attitude, sense of humor, and strong customer service orientation; Proven ability to address complex issues utilizing a clear, thoughtful manner and come to a resolution quickly without jeopardizing events, projects or relationships with the people involved. Ability to listen carefully to understand, respond and problem-solve effectively to address concerns and interests of campus constituents, guest, vendors, and others as needed; Ability to work independently with a minimal supervision.

Closing Date: 08/09/2024,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 4 -- Hiring Zone: $102,763 - $119,892 -- Broadband Salary Range: $102,763 - $171,273
Job Category: Administrative / Managerial