POSITION PURPOSE:

Coordinates faculty initiatives that are designed to help youth build interest in engineering at the University of Ottawa. Coordinates all human, physical, and budgetary resources for the Outreach office, including workshops and community events. Manages the logistics of planned events, including coordinating and approving all communications geared towards parents/teachers. Organizes promotional activities, manages administrative systems as well as resources for various initiatives.

IN THIS ROLE, YOUR RESPONSIBILITIES WILL INCLUDE:

1. Supports the Manager in the development of an annual plan for Outreach programs (workshops, afterschool programs, underrepresented youth programs, events, etc.). Determines the financial and resource requirements for each initiative, while designating the associated responsibilities and tasks. Monitors the progress of tasks with the objective of meeting goal targets.
2. Oversees program logistics and scheduling, ensuring accuracy and avoiding scheduling conflicts while using the management software. Provides instructors and staff with schedules, resources, and support for workshop delivery when needed. Coordinates room bookings, lab access, transportation, and travel arrangements for instructors. Manages logistics for on-campus student visits. Maintains up-to-date procedures and documentation for all activities.
3. Leads the recruitment process for workshops and community events, including camp counselors. Provides support to staff regarding project planning and coordination. Identifies development needs and recommends appropriate training strategies. Manages all staff-related issues or conflicts.
4. Leads a training portfolio for new staff during each semester. Develops an overall training schedule for new employees and ensures coordination of training sessions with certified trainers (i.e., WHIMS, lab safety, first aid, etc.).
5. Coordinates community partnerships and reviews/approves promotional campaigns. Ensures efficient delivery of information to parents interested in engineering events and youth programs. Promotes workshops throughout various Ottawa school boards and other community partners.
6. Monitors and manages the main email inbox daily. Responds to inquiries or directs them to the appropriate team member. Answer incoming phone calls and messages. Assists in developing communication templates and protocols for consistency.
7. Assists the Faculty of Engineering Secondary School’s principal with all administrative tasks, including sending report cards to students’ parents and school principals, answering inquiries from parents, following up on students’ enrolments and ensuring to meet the Ontario School Information System (OnSIS) requirements.
8. Assists with the implementation of the programs’ finances. Reconciles invoices/deposits and refunds. Develops sponsorship plans, manages funding applications, provides required data to funders, and fulfills all reporting requirements.