Student Event Facilitator

Job Responsibility:

Student Event Facilitator Temporary Full-Time, up to 35 hours per week 9-month contract (August 2024 - April 2025), with a possibility of extension

Reports To

Publications & Communications Manager

Summary

The Student Event Facilitator is responsible for supporting the FSU Team in the planning, organization, and facilitation of student-centered projects, events, and initiatives. This role involves reviewing historical project data, managing budgets, scheduling staff, booking of entertainment and vendors, and collaborating with various departments to ensure the successful execution of events and initiatives. The Student Event Facilitator will create comprehensive project plans and coordinate with the FSU Team to ensure all logistics and materials are in place for seamless event execution.

Hours of work scheduled between 9am - 4:30pm, Monday through Friday; Evening or weekend work may be required.

Job Duties

Project and Event Organization:

• Collaborate with the Executive team and various departments to plan and organize student-focused events and projects, ensuring they meet goals and objectives
• Review and analyze past project histories to inform future event planning and identify best practices.

Budget Management:

• Manage established budgets for each event or project.
• Monitor expenditures to ensure events stay within budgetary constraints.
• Provide detailed financial reports and forecasts to the project lead and management as required.

Scheduling:

• Create and maintain detailed schedules for each event, ensuring all timelines and deadlines are met.
• Coordinate with internal and external stakeholders to confirm availability and secure necessary resources, entertainment, and venues.
• Ensure scheduling of Event Ambassadors and any Volunteers necessary for events.
• Contact and schedule vendors and entertainers for small and larger events.

Collaboration and Coordination:

• Work closely with the Executive team, and Communications team (marketing and entertainment) to align event goals and promotional strategies.
• Ensure effective communication and collaboration across all departments involved in event execution.
• Coordinate with the Executive Team and other members of the FSU Team to ensure all logistical aspects of the event are covered.
• Support and collaborate with the FSU Events team in setting up and hosting events as required.

Facilitation and Execution:

• Facilitate the event planning process from inception to completion, including brainstorming, planning meetings, and post-event debriefs.
• Ensure all materials, equipment, and staffing requirements are identified and secured.
• Provide the FSU Team with comprehensive project plans and oversee the transition to the execution phase.
• Other duties as assigned.

Requirements

• Post-secondary education in Event Management, Hospitality, Business Administration, Project Management, or equivalent experience.
• Experience in event planning and project management.
• Knowledge of marketing principles and experience working with marketing teams.
• Familiarity with project management or event management software and tools.
• Strong organizational skills and attention to detail.
• Excellent budget management skills with the ability to monitor and control costs effectively.
• Proficiency in scheduling and time management.
• Strong collaborative, negotiation, and communication skills (both verbal and written).
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management
• Excellent organizational, multi-tasking, and administrative skills.
• Must be able to adapt to changing priorities and manage time effectively to meet deadlines.
• High flexibility with strong interpersonal skills, enabling effective work in a diverse environment.
• High level of integrity and work ethic.
• Proficiency with the MS Office suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to work standard business hours, though some flexibility may be required to support evening and weekend events.
• Valid driver's license and access to a personal vehicle for travel as required.

Work Conditions

• Some travel may be required.
• Active participation in event planning and organization.
• Regular interaction with students, staff, vendors, and the general public. Must be able to handle multiple tasks and manage interruptions.
• Regular use of computers and other office equipment.
• Must be able to work under pressure and maintain professionalism.