Convocation and Engagement Coordinator

About the Role: 

Reporting to the Associate Registrar, the Convocation and Engagement Coordinator is responsible for the planning, coordination, communication, and execution of Brock University’s Convocation ceremonies and related celebratory events. The incumbent ensures a seamless, student-centred experience that reflects the University’s values and supports institutional reputation and community engagement. The incumbent leads end-to-end logistics for Convocation; coordinates cross‑campus partnerships; manages event communications and participant information. The Coordinator is also responsible for engaging students on key aspects of their academic journey, ensuring they are informed, supported and connected throughout their academic experience.  

The Convocation and Engagement Coordinator will:  

• Lead the planning, scheduling, and execution of all Convocation ceremonies (Fall, Spring, and special ceremonies), ensuring seamless delivery of large-scale academic events; 

• Develop and manage event ceremony schedules, ceremony scripts, run-of-show documents, and comprehensive logistics plans; 

• Coordinate with internal partners including Faculties, Marketing & Communications, Facilities Management, Security Services, ITS, Alumni Relations, Advancement, and Ancillary Services to support all aspects of Convocation planning and execution; 

• Oversee graduate registration, guest check-in, academic procession logistics, seating plans, accessibility accommodations, gowning room operations, and diploma distribution for ceremonies serving up to 4,000 graduates in Spring and 1,200 graduates in Fall;  

• Manage vendor procurement and relationships, including obtaining quotes and coordinating services such as event rentals, staging, regalia, photography, and livestreaming;  

• Provide leadership for event staffing, including recruiting, training, and supervising temporary staff and volunteers to support pre-event preparation and on-site operations; 

• Support the Office of the President in matters related to ceremonial protocol, academic procession, and platform party coordination; 

• Maintain and manage Convocation resources, including the Convocation website and a large inventory of academic regalia and ceremonial items (gowns, hoods, medals, cords), including distribution, tracking, and procurement as required;  

• Prepare to assist with emergency management procedures in the event of a disruption of a ceremony;  

• Develop and implement communication plans to support Registrar’s Office services and initiatives, including student notifications, website updates, FAQs, process guides, and operational messaging;  

• Draft, edit, and coordinate clear student-facing communications such as email campaigns, website content, service announcements, and informational materials related to registration, exams, graduation, and other Registrarial processes; 

• Facilitate collaboration across Registrar’s Office functional areas to support integrated planning, information sharing, and consistent service delivery related to key academic processes, deadlines, and student-facing initiatives;  

• Coordinate and deliver informational content to enhance student awareness and engagement related to Registrar’s Office services, key academic milestones, and important operational updates.  

Key Skills and Experience: 

• Post-secondary degree or diploma in event management, communications, public relations, or a related discipline. The equivalent combination of education and experience would be considered;  

• Experience in event management/coordination and planning or relevant field;  

• Strong project and event management skills, with experience coordinating complex, multi-stakeholder initiatives and meeting competing deadlines;  

• Proficiency in MS Office (Outlook, Word, Excel, Teams, OneNote, Project), SharePoint, Workday, web content management systems, and project management tools;  

• Commitment to equity, diversity, inclusion, accessibility, and student-centered service, ensuring all communications and processes are inclusive and responsive;  

• Excellent written and verbal communication skills, with the ability to translate complex policies, processes, or technical information into clear, concise, and accessible messages for students, staff, faculty, external partners, and senior executives; 

• Proven ability to build and maintain collaborative relationships with internal and external stakeholders, exercising judgment, diplomacy, and discretion;  

• Ability to coordinate cross-functional teams, facilitate information sharing, and ensure consistent service delivery across Registrar’s Office initiatives;  

• Skilled in providing high-quality student service, demonstrating tact, diplomacy, and professionalism in all interactions; 

• Strong organizational, planning, and time-management skills, with the ability to prioritize multiple and shifting workloads to meet deadlines and operational demands; 

• Critical thinking and sound judgment, including the ability to assess situations, evaluate alternatives, and determine when escalation to senior leadership is appropriate;  

• Adaptability and resilience, with the capacity to embrace change, thrive in a dynamic environment, and maintain high-quality outcomes under pressure. 

Preferred or Asset Skills:  

• Experience with large-scale event coordination;  

• Project management experience and/or certification;  

• Training and/or related work experience in strategic planning;  

• Experience developing communications content for diverse audiences;  

• Experience in a post-secondary or public sector environment.  

Salary and Total Rewards:  

• Job Grade J, Salary Scale ($56,503-$91,627); 

• Target Hiring Range: $56,503-$60,000 

• This is a permanent position that includes:   

• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage. 

• Pension Plan: Enrollment eligibility in the Brock University Pension Plan. 

• Vacation: Up to 3 weeks per year, in addition to university holidays. 

• Flexible Work Arrangements: Hybrid work schedule available.  

• Professional Development: Eligibility for the Brock Tuition Waiver Program. 

*The final salary is based on experience, internal equity, and budget considerations within the target hiring range. 

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca  if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.