Program and Events Coordinator

5 months ago

Hamilton, Canada McMaster University Full time

**Schedule**

Monday - Friday, 8:30 a.m. to 4:30 p.m.

**Education Level**

2 year College Diploma in Events, Communications or related field.

**Career Level**

Requires 3 years of relevant experience.

Unit/Project Description:
The **Paul R. MacPherson Institute for Leadership, Innovation and Excellence in Teaching** is a central unit which supports McMaster University instructors, students, and staff in improving and enriching teaching and learning.

**Mandate**:
The MacPherson Institute partners with, supports, and connects diverse groups of educators by:

- Creating and delivering professional development that engages educators throughout their careers in teaching and learning in order to enhance the student learning experience.
- Facilitating curriculum development and revision that fosters continuous enhancement and engagement in learning.
- Supporting, conducting, and recognizing teaching and learning scholarship that has the capacity to develop, inform, and enhance educational initiatives and student learning.
- Encouraging and elevating the pedagogical use of educational technologies and creative solutions to enhance teaching and learning.

**Vision**:
The MacPherson Institute’s vision is to cultivate an environment where learning deeply matters and teaching is valued and recognized by the collective McMaster community.

Job Summary:
Rponsible for planning, supporting, and maintaining the efficient operation of a program division and its related programs, and coordinating all aspects of the program including events, curriculum administration, implementation, promotion, resource and financial management. Working in close collaboration with the Manager as well as internal and external stakeholders, this position is responsible for overseeing the effective planning and implementation of projects, programs and events related to the unit’s mandate.

Purpose and Key Functions:

- Develop, coordinate and implement programs/projects/events taking into consideration the needs of internal and external stakeholders, costs, restrictions/limitations, technologies, equipment and/or platforms needed.
- Work collaboratively with internal and external stakeholders to research the required infrastructure (processes, software, contingency plans) for programs/projects/events.
- Develop plans for various programs/projects/events to successfully meet milestones/deadlines, ensure stakeholder awareness of tasks and dependencies, completion of action items, and effective communication with senior leadership.
- Maintain up-to-date knowledge of various projects within a program area and provide recommendations regarding efficiencies, timing, audiences, resources, costs, and improvements.
- Stay up-to-date on new programs, program changes and future program plans.
- Organize, coordinate, and assist with educational programs/projects/events such as professional development courses, grant programs, international conferences, retreats, education days and other capacity-building programs.
- Act as the first point of contact for faculty, students and staff with regard to inquiries, program policies, program requirements and issues related to programs/projects/events.
- Support the development, delivery, evaluation, and review of academic and scholarly programs/projects/events.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Communicate, work collaboratively and build strong working relationships with various internal and external organizations, departments and senior university leaders.
- Create budget estimates for programs and events and make adjustments throughout the fiscal year.
- Ensure that financial accounts and reports are completed and managed competently and efficiently.
- Complete financial forms such as travel expense reports, vouchers and purchase orders.
- Handle sensitive material in accordance with established confidentiality policies.
- Ensure timely and efficient processing of timesheets and payroll for temporary and casual staff.
- Provide functional guidance on an ongoing basis to train and mentor casual, part-time and student support staff.
- Facilitate meetings with various individuals including, but not limited to, program stakeholders and senior university leaders.
- Gather and compile information to write various documents including, but not limited to, reports, correspondence and minutes.
- Update and maintain a variety of records and databases.
- Provide front line service to faculty, students and staff, and in consultation with senior staff, set standards for the quality of department services.
- Develop and execute small and large scale events (in-person, hybrid and virtual), including but not limited to, registration, venue sourcing, space requirements, arranging catering and other contracted services, preparing programming schedules and agendas, crisis management protocols, setting

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