Events Coordinator

2 days ago

Hamilton, Canada McMaster University Full time

**Schedule**
Mon-Fri, 8:30am - 4:30pm, 35 hrs/week

**Education Level**
2 year Community College diploma in Event Management or related field.

**Career Level**
Requires 2 years of relevant experience

**Unit/Project Description**:
The Student Success Centre, Student Affairs serves an integral, central role in the provision of programs and services to students in the areas of First-Year Experience (including transition and orientation, Mac’s Money Centre and the full-year foundational Archway Program); academic and career skills development; employment, entrepreneurship and experiential learning; International Student Services (ISS) and Global Experience; spiritual care and learning; and leadership development.

Our Centre attracts a high volume of student users and works in strong collaboration with Student Affairs, Faculty and campus-wide partners, and valued external community partners. Our vision is for all students and alumni to thrive and realize their academic, professional and personal aspirations.

The Student Success Centre relies on strong collaboration with our Student Affairs partners, the Office of the Vice Provost (Teaching and Learning), Equity and Inclusion Office, Office of the Registrar, School of Graduate Studies, Office of International Affairs, Alumni Association, and Faculty and Program colleagues (Faculty Experiential/Career Services Offices and Offices of the Associate Deans) to deliver a wraparound, holistic approach to student success. This strategic integration of our services, programs and specialized events has enabled multiple pathways and possibilities for students beyond the classroom. Alongside other Student Affairs divisions and countless champions, we are delighted to collaborate across our McMaster community to support student success, locally and globally.

**Job Summary**:
Responsible for the planning, implementation, evaluation, and assessment of various departmental events, activities, and exhibits

**Purpose and Key Functions**:

- Plan and execute logistics for events and exhibits.
- Provide recommendations on the suitability of space, venues, and set up for various events.
- Coordinate the use of all facilities and meeting space within the department.
- Ensure that venues are booked, setup, cleaned, and that food service, and equipment rentals are provided.
- Distribute evaluation surveys to event attendees and volunteers and collect feedback.
- Review and use survey feedback to assess and improve future events and activities.
- Prepare estimates of time and resources required for various events.
- Prepare a briefing report after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
- Monitor and reconcile event costs and verify the accuracy of all expenses incurred.
- Compile and prepare information to be used for the annual event planning schedule.
- Attend events to monitor arrangements and ensure the smooth functioning of all activities.
- Receive and respond to issues that arise during events.
- Determine the number of volunteers required to staff an event and coordinate how they will be used to operate events.
- Liaise with facilities personnel and suppliers of contracted services to ensure that all services agreed to have been provided.
- Provide supervisor with recommendations to seek new contractors or to renew existing contracted services.
- Create and maintain event invitee and attendance records.
- Provide services and facilities information to clients.
- Order and maintain inventory of materials and supplies.

**Supervision**:

- Ensure adherence to quality standards and procedures for short-term staff and volunteers.
- Provide orientation and show procedures to others

**Requirements**:

- 2 year Community College diploma in Event Management or related field.
- Requires 2 years of relevant experience

**Assets**:
For Department use only.
1. Demonstrates strong collaboration skills through proven relationship management with stakeholders and vendors during event planning and implementation cycles.
2. Strong attention to detail.
3. Former experience planning and executing large-scale events (i.e. Welcome Week or similar orientation events, Employment Fairs or Tradeshows, Conferences) with multiple stakeholder groups.
4. Former experience working in post-secondary insitutions and collaborating with student clubs or Faculty societies.
5. Strong skills in collaboration and respect to diverse backgrounds, experiences and styles.
6. Experience working both within a team environment and independently.
7. Prior experience working in customer-oriented roles.
8. Proactively contributes ideas, seeks input, shares information.

**Additional Information**:
Some evening and weekend work may be required.

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With On

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