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Convocation Coordinator (Projects & Ceremonies)

by Western University

Reference #: 36045
Position Type: Full-time
Location: London, ON
Date Posted: Jul 09, 2024
Western University

Job Description

Classification & Regular Hours
Hours per Week: 35

Salary Grade: 13

About Western
Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

About Us
The University Secretariat is responsible for managing and supporting the University’s bicameral governance system in accordance with legal requirements and obligations, the University of Western Ontario Act, the bylaws and regulations of Senate and Board, and accepted best governance practices. The Secretariat also provides corporate services including compliance with freedom of information and protection of privacy.

In collaboration with the Associate University Secretary and Manager, Convocation & Events, the Convocation Coordinator is accountable for the oversight, management and planning of convocation ceremonies for the University. Convocation ceremonies are held on campus for approximately 8,000 recipients over 22 days each year. The role will develop project plans to manage all the details and requirements of the ceremonies and will provide support for the Convocation Board and Honorary Degrees Committee. The Convocation Coordinator also oversees and coordinates special events for the office of the University Secretariat including retreats, annual dinners and Senate events.



-    Undergraduate Degree
-    Certificate in Event Management is preferred


-    3 years’ experience in special event/program management or related role
-    Experience leading and projects
-    Experience in a customer focused/service oriented environment
-    Knowledge of University structure/setting is preferred
-    Experience working in a confidential environment would be an asset

Knowledge, Skills & Abilities:

-    Knowledge and practical application of project management techniques and tools
-    Proven expertise and abilities in project planning, including creating the vision, and planning and implementing wide-scale multi-faceted events
-    Exceptional organizational skills with the ability to manage multiple projects and rapidly changing priorities simultaneously, through project planning skills
-    Ability to collaborate and develop credible relationships with a wide variety of individuals
-    Ability to work in a manner that models best practices in confidentiality standards
-    Cross-cultural competency with an ability to interact and work effectively with people from different cultures and backgrounds
-    Self-driven, critical thinker who is highly skilled at anticipating and resolving stakeholder relation issues
-    Positive, outgoing attitude with an unwavering commitment to customer service and teamwork
-    Ability to make decisions and recommendations that are clearly linked to the organization’s strategy and goals
-    Commitment to ongoing professional development with a desire to take on new challenges
-    Ability to remain highly motivated, resilient, innovative and collaborative when faced with challenges
-    Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
-    Ability to work within a flexible schedule to accommodate the University’s events and activities
-    Intermediate computer skills in Microsoft Office Suite
-    Problem-solving skills and sound professional judgment, especially regarding confidential/sensitive matters
-    Proven ability and natural inclination to develop relationships by interacting with people in a professional, respectful and diplomatic manner
-    Ability to work independently and effectively as a member of the team to achieve department goals
-    Familiarity with University policies and procedures preferred
-    Intermediate computer skills in Microsoft Office Suite

Western Values Diversity
The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process.  If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

Please Note:
Interested applicants are asked to visit for further information and to apply online referencing job #36045 by midnight on July 17, 2024. 
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.
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Job Location

London, ON

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