Event Coordinator

4 months ago

University of New South Wales, Australia Arc@UNSW Full time

**About The Role**

**Who are We?**

Arc is UNSW’s student organisation. We like to call ourselves the cool older sibling. We know that the best parts of going to uni is all the stuff you do outside the classroom, and we pride ourselves on making that experience awesome. We do that through a huge range of opportunities and services available to students online and in-person.

Working at Arc you’ll join a welcoming team of full of like-minded students, who believe in listening to students, working together and having fun between hard work. Work perks include professional development opportunities, the occasional work cake party, hot desk spaces, tickets to the Arc Annual Dinner, and more. But probably the best thing you’ll get out of working here are some friendships you’ll never forget.

**KEY TASKS & ACCOUNTABILITIES**

Plan and execute Arc & UNSW’s O-Week each term, maintaining our offering as the largest of its kind in the southern hemisphere (Term 1: 40,000 attendees, Term 2: 5,000 attendees, Term 3: 15,000 attendees)
- Project manage and coordinate all aspects of the event including but not limited to site, safety, schedule, timelines, budget, user experience, stakeholder management, etc.
- Collaborate with all internal Arc departments to drive their presence and involvement across the weeks, including rostering and briefing staff.
- Innovate and improve services and operations to enhance the orientation experience

Plan and execute Launch Week each term: a weeklong orientation event post O-Week aimed at re-engaging current students and re-activating campus.
- Lead Launch Week centrally, managing overall vision, site, safety, budget, schedules, both internal and external stakeholders etc.
- Organise Arc departments to drive their presence and involvement across the weeks, including rostering and briefing staff.
- Innovate and improve services and operations to enhance the orientation experience

Oversee the orientation volunteering program (Yellow Shirts). The Yellow Shirts are a team of 200 volunteers that are recruited, trained, and managed with the sole purpose of facilitating O-Week and putting first years first. Specifically overseeing:

- Volunteer recruitment, training, and management.
- Internal program operation and long-term strategy.
- Budget allocation and reporting.

Mentor, coach, and manage the Yellow Shirts Coordinator, an experienced student casual who supervises and organises the Yellow Shirt volunteers and program more holistically.

Expand Arc’s orientation presence across the first few weeks of each term through continued development of the Campus Compass program, wayfinding assistance and tour expansion.

Maintain a strong partnership with UNSW Onboarding and Transition
- Attend regular Work-In-Progress meetings with the goal of alignment and holistic orientation improvement.
- Continue to establish Arc as a key deliverer of orientation activities, cementing our role in UNSW’s strategy and aspiration of a ‘relentless orientation’

Coordinate university level orientation initiatives, embedding Arc in UNSW students onboarding journey including being the point of contact and organiser of stalls, activities, and speakers at university events. These include but are not limited to:

- UNSW Official and Faculty Welcomes.
- Higher Degree Research Welcomes.
- Canberra Campus Welcomes.
- Riverina Campus Welcomes.

Coordinate university level pre-orientation initiatives, priming targeted potential students to have familiarity with Arc and student life more broadly, as they start their orientation journey. These initiatives would involve organising, speakers, stalls, or activities for the following non-exhaustive list of events:

- UNSW College UEEC Welcomes and onboarding events
- Gateway/ STARTS Welcome events
- Nura Gili programs
- Future Students Open Day
- Future Students Info Day

For more information about this role, please view the position description on our website.

Desired Skills and Experience

**QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE**
- Demonstrated experience in planning and executing large-scale events (10,000+ attendees on a NFP budget)
- Passion and commitment to the primary objective and student life holistically.
- Strong proven project management skills, including the ability to coordinate multiple aspects of events such as site management, safety protocols, scheduling, budgeting, and stakeholder engagement.
- Excellent relationship building, collaboration and communication skills, with the capacity to work effectively with diverse internal and external stakeholders.
- Demonstrated ability to coach and mentor young adults in the areas of project management, events management, people management;
- Demonstrated competent use of Windows, with Intermediate skill competence in Office 365.
- Proven understanding and experience in cultural diversity issues, awareness, promotion and advocacy.
- Thorough knowledge of Workplace Health and Safety (WHS) and risk

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