Convocation Lead

The External Relations office inspires Alumni, Foundations, Individuals and Corporations, so together, we can create exceptional student and alumni experiences at Vancouver Island University (VIU). Our mission is to advance VIU's strategic plan of People, Place, and Potential by encouraging partnerships, and providing opportunities for authentic and meaningful engagement among the university's internal and external communities through communication and alumni outreach, and by securing philanthropic and strategic investments.

The Convocation Lead plays a critical role in leading the detailed planning, coordination, and execution of all convocation ceremonies at Vancouver Island University. This position is responsible for ensuring these events run smoothly, creating an exciting, positive, and memorable experience for all students, faculty, and families while upholding and enhancing the university's reputation. While primarily responsible for the university's annual convocation ceremonies, this position may be required to assist with the planning and execution of other institutional events from time to time.

• Coordinate all convocation planning and logistics including venue bookings, seating, audiovisual equipment, online ceremony streaming, decor, signage and other supplies.
• Convene and arrange for regular meetings of the Convocation Steering Committee and Convocation Committee.
• Produce and update as necessary a detailed Convocation Procedures Manual to guide annual convocation planning.
• Create and manage a detailed event timeline and production schedule for each ceremony.
• Oversee setup and teardown of event spaces while ensuring they meet aesthetic and safety standards.
• Utilize appropriate software platforms for data management/tracking and communications.

• Liaise with university leadership to invite Honorary Doctorate recipients, dignitaries (Ministry, MLAs/MPs, Mayor etc.).
• Communicate with speakers and provide them with all necessary information and support.
• Communicate with faculty, senior management, and students to ensure a prompt beginning and seamless flow of the convocation program.

• Work with VIU's marketing department to execute marketing strategies among students and faculty to enhance attendance.
• Work with the manager, external communications to create event materials, including programs, invitations, and online content.

• Develop, manage, and track budget for convocation ceremonies and events, ensuring cost-effective planning and communication.
• Identify appropriate cost centres and reconcile all expenses and revenues related to convocation ceremonies.

• Identify, select, and negotiate contracts with vendors, such as catering services, photographers, and florists.
• Oversee vendor relationships and ensure they meet university standards, policies and procurement procedures.
• Manage procurement processes for convocation-related expenses.

Bachelors degree in event management, hospitality or related field. Three years of proven experience leading large-scale event planning and coordination, preferably in an academic or university setting.

• Exceptional organizational and project management skills.
• Strong interpersonal skills, including team building and the ability to manage conflict and enforce deadlines.
• Proven project management skills including budgeting and financial tracking.
• Proficiency in event-management software and Microsoft Office tools.
• Flexibility to work evenings and weekends.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences.
  
  We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover…