Events Coordinator- Hybrid

2 months ago

Hamilton, Canada McMaster University Full time

**Department Description**

Housing and Conference Services (HCS) directly supports the University’s goal of advancing human and societal wellbeing and overriding vision of ‘educating for capability’. We currently provide a distinctive living and learning experience for 3600 students focused on key educational priorities including community development, personal growth and wellness, academic excellence, and inclusion.

HCS concurrently drives a positive McMaster experience for guests, alumni, staff, faculty and student by providing accommodation and event coordination, which meet the highest standards of service excellence. HCS is a proud and significant ancillary contributor to the financial health of the University and the core academic and research mission of McMaster.

HCS is currently in a time of significant expansion as capacity is expanding by 66% over the next 5 years. Moving from 3600 to 6000 bed spaces across 15 buildings. This expansion will diversify the housing operation dramatically, from a traditional focus on the housing needs of first year undergraduate students, to the introduction of upper year, graduate, and family housing, in addition to a constantly diversifying internal and external client base.

The annual budget for HCS is currently (pre-expansion) approximately $31 million and we employ 100+ full-time and 250 part-time staff. HCS reports directly to both the divisions of Student Affairs, as well as Operations & Finance.

**Position Details**

As Event Coordinator you’ll plan, coordinate and deliver events and experiences for the McMaster campus community, as well as for our external clients. You’ll be part of an energetic team responsible for delivering 300+ events per month, for groups of 20 to 2000, in a variety of campus spaces including McMaster University Signature Venues. You’ll design and execute logistics, and use lessons learned to help drive continuous improvement. You’ll champion service excellence. You’ll plan for labour commitments and staff scheduling to cover changing event needs, and coordinate a student staff team of Guest Experience Assistants. From inquiry to contracting to final invoicing, you’ll be the one-stop shop point of contact. You bring organizational skills, optimism, energy, flexibility, and you think big even while taking care of the small details. You exhibit finely tuned communication skills, the desire to participate in University and industry events to advance the events sector, and you possess a G license and reliable transportation. You’re able to work flexible hours to meet business needs, for both evenings and weekends and during seasonal peak times.

**Schedule**
- Monday - Friday 830-430

**Education Level**

2 year Community College diploma in Event Management or related Field

**Career Level**
- Min 2 years of relevant experience

**Duties & Responsibilities**
- Plan and execute logistics for events, activities and support services.
- Provide recommendations on the suitability of space, venues, and set up for various events.
- Coordinate the use of University facilities, meeting space and support services including online registration and payment solutions..
- Ensure that venues are booked, setup, cleaned, and that food service, and equipment rentals are provided, as well as 3rd party supplier items, as necessary.
- Distribute evaluation surveys to event planners 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, and complete Service Order requests and obtain 3rd party quotes as necessary.
- Prepare a briefing report after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
- Monitor and reconcile event costs,verify the accuracy of all expenses incurred, and prepare event invoices.
- 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 and coordinate any additional resources required to oversee 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.
- Provide input for announcements and promotional information to be communicated through digital channels, and print materials.
- Create and maintain client account records via Customer Relationship Management system (CRM).
- 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.
- At times, engage support

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