Department: Athletics and Recreation 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Manager, Marketing and Communications

Employee Group: WLUSA 

Application Deadline: September 22, 2024

Requisition ID: 8625 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict.  Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

Position Summary

The vision of Laurier’s Department of Athletics & Recreation is: Building Leaders & Champions. Regardless of whether you are a varsity athlete or a participant in a recreation program, we believe all Golden Hawks have the potential to be leaders and champions in their pursuits.

Athletics & Recreation is a key pillar of the Laurier student experience. Through effective fundraising and revenue generation, Athletics & Recreation seeks to enhance the experience of all Laurier students as well as offer elevated training & competition opportunities for student-athletes.

The Coordinator, Partnerships & Special Events reports to the Manager, Marketing & Communications, and will play an important role in the departments fundraising, revenue generation, and overall engagement strategies.

The incumbent will work alongside alumni and volunteers within the Laurier community and the region of Waterloo to help develop the fundraising and alumni events to their full potential.

This position will also work closely with the Manager, Marketing & Communications in managing relationships with corporate and community partners. This will include regular communication with all partners, tracking fulfillment of deliverables, over-delivering where possible, and nurturing strong working relationships.

The responsibilities of this position are accomplished through collaboration and teamwork with other Athletics & Recreation department staff as well as other university departments including Development & Alumni Relations.

Accountabilities

Sponsorship & Partnerships

Service

• Serve as a main point of contact for sponsorship service and fulfillment.
• Provide timely customer service and support to sponsors.
• Proactively connect with sponsors to strengthen relationships.

Fulfillment

• Prepare an annual sponsorship activation plan, ensuring all deliverables are being met and exceeded where possible.
• Liaise with department staff including the Game Day Operations Coordinator and the Marketing & Events Coordinator to incorporate partnership marketing into broader event plans.
• Collaborate with colleagues across Athletics & Recreation as well as other departments to fulfill sponsorship deliverables.
• Coordinate with external vendors (ex. Signage companies) on the production and installation of signage.
• Prepare annual proof of performance reports for each sponsorship, highlighting the results based on the sponsors objectives.

Business Development

• Coordinate and track all sponsorship inventory. Regularly research and suggest new inventory options.
• Assist the Manager, Marketing & Communications with prospect research, proposal development and valuation, preparing contracts and coordinating invoices.
• Research and develop innovative sponsorship activations that help bring partnerships to life.
• Uncover insights about the Golden Hawks audience through primary and tertiary sources that help identify new sponsorship category opportunities.
• Contribute to maintaining and growing a regular pipeline of sponsorship opportunities.

Special Events

Event planning & Management

• Take the lead on event planning & management for Athletics & Recreation’s annual special events. These events include but are not limited to: the Outstanding Women of Laurier Gala, Legends of Laurier Football Gala, Laurier Golf Classic, Athletic Banquet, Academic All-Canadian Reception, and Hall of Fame.
• Oversee the entire event lifecycle including the development of innovative ideas, critical paths and budgets, assignment of responsibilities, management of logistics and execution, and event evaluation.
• Effectively monitor project timelines to ensure event execution remains on schedule, resources are managed efficiently and on budget, and event meets and exceeds guest and sponsor expectations.
• Research suppliers, negotiate quotes and serve as the liaison with vendors.
• Coordinate and execute all logistical elements of special events including data requirements, invitations, RSVPs, room layout, venue and catering requirements, technical requirements, décor, signage, raffle requirements, volunteers, auction items, collection and reconciliation of payments and thank you letters.
• Lead a team of volunteers on event day to assist with event execution.
• Coordinate with Development & Alumni Relations to support other fundraising events such as the WLU Basketball Alumni Golf Tournament and the Hawkey Alumni Golf Tournament.
• In collaboration with Development & Alumni Relations, develop an annual calendar for special events including on-sale dates, communications, and deadlines.

Outreach and promotion

• Execute an annual sales & marketing plan that effectively sells available tickets, tables and sponsorship inventory.
• Prospect, present and sell tickets, tables and sponsorships for special events.

Volunteer & Relationship Management

• Assist with recruitment efforts for volunteers to serve on event committees.
• Serve as main point of contact for volunteer event committees. Prepare meeting materials and attend meetings to lead discussions and record minutes.
• Develop and maintain relationships with key volunteers, staff and internal suppliers (ex. Food Services, Facilities & Asset Management, etc.).
• Assist with stewardship of the existing major supporters of the events.

Reporting & Analysis

• Provide regular fundraising reports and post event analysis to ensure productive and effective events.
• Regularly seek feedback from event participants through focus groups, post-event surveys and other interactions to identify opportunities to enhance events.
• Routinely seek feedback from stakeholders, suppliers and staff through debriefing meetings and general interactions for continued process improvement.

Other

• Step in for other marketing & communications colleagues where needed to avoid any coverage interruptions.
• Coordinate with student staff, external agencies or freelancers on creative projects.
• Continuously work on developing new, creative programs to help expand fundraising, revenue generation, and engagement.
• Support other special events connected to Athletics & Recreation (ex. Donor recognition events)
• Establish and maintain contacts with counterparts at other educational institutions and within the sports industry to stay abreast of event management, customer service and sponsorship trends.
• Collaborate with Laurier Brantford campus staff on aligned projects.
• Recruit, select, train, and manage student staff.

Reporting Relationships

This Position Reports to: Manager, Marketing & Communications

Responsibility for other positions:

Directly supervises the work of 1-2 part time student staff along with event volunteers.

Qualifications

• Bachelor’s degree and four years of job-related experience or an equivalent combination of education and experience.
• Demonstrated experience in planning & execution of high-profile events.
• Previous experience in customer service of high value clients.
• Knowledge and experience in sponsorship service & fulfillment.
• Exceptional organizational skills with an ability to manage multiple projects and priorities with deadlines.
• A positive attitude and optimistic outlook.
• Must have an ability to maintain composure and problem solve on the fly.
• Excellent written and verbal communication skills with the ability to interact with multiple stakeholders in a positive and productive manner.
• A desire and ability to work in a fast-paced environment with the ability to effectively adapt and be flexible.
• Ability to work and make decisions independently.
• Desire to work effectively as part of a positive, team-oriented environment.
• An ability to adapt to different roles depending on the makeup of the team.
• Knowledge and experience with various marketing & communications tools such as email marketing, content management, social media management etc.
• Knowledge and demonstrated ability with Adobe Creative Suite to produce graphics, videos and print materials.
• Demonstrated experience giving direction, providing feedback, and holding others accountable, particularly in a volunteer context.

Hours of Work 

This is a full-time, continuing position. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to meetings with prospective sponsors that can occasionally take place in the evening, special events taking place in the evening, and varsity events that primarily occur in the evening and/or on weekends. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Compensation 

Level: E

Rate of Pay: $41.09 to $43.44 per hour with an annual step progression on anniversary date up to $46.96  per hour. 

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.