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Events and Program Management Specialist

3 months ago

Hamilton, Ontario, Canada McMaster University Full time

Position Overview:

The Events and Program Management Specialist is tasked with orchestrating, supporting, and ensuring the seamless operation of a program division along with its associated initiatives. This role encompasses the coordination of all facets of the program, including events, curriculum management, execution, promotion, resource allocation, and financial oversight. Collaborating closely with the Manager and various stakeholders, this position is pivotal in overseeing the strategic planning and execution of projects, programs, and events aligned with the unit's objectives.

Key Responsibilities:

  • Design, coordinate, and execute programs/projects/events while considering the requirements of both internal and external stakeholders, budgetary constraints, and necessary technologies and resources.
  • Collaborate with stakeholders to identify the essential infrastructure (processes, software, contingency plans) required for successful programs/projects/events.
  • Formulate comprehensive plans for various initiatives to ensure timely achievement of milestones, maintain stakeholder awareness, and facilitate effective communication with senior leadership.
  • Stay informed about ongoing projects within the program area and provide insights regarding efficiencies, timelines, target audiences, resources, costs, and potential enhancements.
  • Organize and assist in the delivery of educational initiatives such as professional development courses, grant programs, international conferences, and other capacity-building activities.
  • Serve as the primary contact for faculty, students, and staff regarding inquiries, program policies, and related issues.
  • Support the development, execution, evaluation, and review of academic and scholarly initiatives.
  • Collect and analyze data pertinent to decision-making processes, providing recommendations for final approval and implementation.
  • Foster strong collaborative relationships with various internal and external organizations, departments, and senior leaders.
  • Prepare budget estimates for programs and events, making necessary adjustments throughout the fiscal period.
  • Ensure accurate completion and management of financial accounts and reports.
  • Process financial documentation such as travel expense reports and purchase orders efficiently.
  • Assist in the recruitment process for temporary and contract positions, including candidate communication and interview coordination.
  • Handle sensitive information in accordance with established confidentiality protocols.
  • Ensure timely processing of timesheets and payroll for temporary staff.
  • Provide ongoing guidance and mentorship to casual, part-time, and student support staff.
  • Facilitate meetings with stakeholders and senior leaders.
  • Compile information to produce various documents, including reports and meeting minutes.
  • Maintain and update a variety of records and databases.
  • Deliver front-line service to faculty, students, and staff, establishing quality standards for departmental services.
  • Manage the general email inbox to respond to inquiries and redirect them as necessary.
  • Plan and execute both small and large-scale events (in-person, hybrid, and virtual), overseeing all logistical aspects including registration, venue selection, catering, and volunteer coordination.
  • Research potential venues and coordinate the use of facilities while liaising with on-site contacts.
  • Source pricing information to ensure cost-effectiveness and manage inventory for event supplies.
  • Track expenditures and maintain proper documentation for expenses and revenues.
  • Prepare estimates of time and resources required for various events.
  • Coordinate scheduling for speakers and guests, resolving any conflicts that arise.
  • Provide necessary documentation for international presenters regarding travel requirements.
  • Offer training and support for stakeholders on event platforms.
  • Attend events to ensure smooth operations and address any issues.
  • Distribute feedback surveys to participants and volunteers to assess and enhance future events.
  • Prepare post-event reports detailing revenues and expenses for stakeholder review.
  • Maintain documentation related to events to ensure business continuity.
  • Stay current with trends in event management and delivery platforms.
  • Provide guidance on event management and marketing strategies.
  • Coordinate a variety of departmental activities and events.
  • Act as the primary contact for events, addressing any challenges that may arise.
  • Develop contingency plans for unforeseen disruptions.
  • Maintain knowledge of technical equipment to assist users effectively.
  • Schedule front desk coverage by casual and part-time staff, serving as a backup for visitor reception.
  • Ensure adherence to quality standards for short-term staff and volunteers.

Qualifications:

  • A minimum of a 2-year College Diploma in Events, Communications, or a related discipline.
  • At least 3 years of relevant experience in a similar role.