Event and Collaboration Specialist

Requirements

• 3-5 years industry experience
• Knowledge of virtual production a

Benefits

Additional Information

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00392 Time Type: Full time Employee Group: Staff Job Category: Academic Technical Support Employment Type: Permanent Department: Information Systems and Technology - Technology Services Hiring Range: $73,695.42 - $92,119.28 Posting Information: This posting is for an existing vacancy. This posting is for an existing vacancy. The internal posting deadline for this position is April 2, 2026 at 11:59PM. Job Description: Primary Purpose The Event and Collaboration Specialist (ECS) is responsible for the end-to-end planning and technical execution of events across physical, virtual, and hybrid platforms. The incumbent ensures seamless integration of multimedia elements, manage online collaboration tools, and provides real-time technical support to ensure a professional attendee experience. The ECS fulfills various operation roles based on the scope of production requirements, with priority for academic and instructional purposes. As capacity allows, the ECS will occasionally provide these services for internal University communication and promotional needs. Clients include faculty, staff, undergraduate and graduate students. The incumbent uses their technical expertise to track, investigate and recommend technological solutions and best practices for activities. Key Accountabilities Requestor Collaboration & Needs Assessment - Serve as the primary technical point of contact for event requestors, conducting initial intake meetings to define event goals, audience size, and interactive requirements. - Translate non-technical requests into comprehensive AV and digital specifications, ensuring alignment between the requestor's vision and available technology. - Advise requestors on best practices for hybrid engagement and platform selection, based on their specific outcomes. Strategic Pre-Planning - Develop and manage detailed event project timelines, including milestones for content submission, equipment procurement, and platform configuration. - Coordinate "site surveys" or technical walk-throughs for both physical venues and virtual environments to identify potential connectivity or layout challenges. - Build and maintain a "Run of Show" (ROS) document that synchronizes all audio, visual, and collaboration cues for the entire production team. - Facilitate technical rehearsals and dry runs with speakers and moderators to test equipment, internet stability, and presentation flow. Technical Setup & Operations - Configure and operate AV equipment (microphones, cameras, lighting) and manage live streaming or recording for all event types. - Manage virtual event platforms, including registration systems, automated confirmations, and interactive tools Collaboration Support - Provide real-time moderation and technical troubleshooting during live events to resolve any issues for either local or remote participants. - Conduct post-event debriefs with requestors to review engagement data, attendee feedback, and technical performance for future improvement. - Under the Accessibility for Ontarians with Disabilities Act (AODA) , we are legally mandated to provide accessible communication supports, such as live closed-captioning and transcription services , for all employees, students and public-facing sessions. Inventory Management, Preventative Maintenance & Technical Support - Maintain a centralized, real-time inventory of all audiovisual and collaboration hardware (e.g., cameras, microphones, mixers, encoders) - Implement a rigorous check-in/check-out protocol to track equipment location, condition, and the specific event or "requestor" assigned to the gear. - Develop and execute a preventative maintenance schedule (e.g., firmware updates, lens cleaning, cable testing) to minimize downtime during live events. - Diagnose and perform minor on-site repairs or coordinate with external vendors for specialized servicing and warranty claims. - Ensure all equipment kits are "event-ready" through rigorous post-event inspections and functional testing. - Analyze equipment usage data and failure rates to provide evidence-based recommendations for hardware upgrades and new technology investments. - Monitor consumable stock levels (e.g., batteries, gaffer tape, etc.) and initiate purchase requisitions to prevent shortages. Required Qualifications Education - Bachelor's degree or diploma in video production or equivalent education and experience - Must hold a valid G driver's license

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at uwaterloo? Share your experience