Conference and Events Coordinator

Conference and Events CoordinatorStatus: Full Time Hours: Monday – Friday, 35 hours/week (evening & weekend work required) Home Campus: Fennell (fully on-site) Rate of Pay: Payband H (Start Rate: $ per hour) Vacancy Status: 1 vacancy available Posting Date: January 20th, 2026 Closing Date: February 2nd, 2026 at 7:00pm EST Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (6 consecutive months in Appendix D status) and RPT employees who have passed probation at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community. Job Summary Under the direction of the Supervisor, Conference, Events and Residence Services, the Conference & Events Coordinator is responsible for supporting the day-to-day coordination of event operations and logistics, ensuring the successful execution of events and activities on campus. This includes arranging space scheduling, catering, audiovisual requirements, and setup logistics, while maintaining clear communication with the Supervisor and other campus partners. The Conference & Events Coordinator collaborates with Housekeeping, Catering, Facilities, Campus Security, IT, and other college departments to ensure all events are delivered safely, efficiently, and in alignment with college policies and standards. In collaboration with the Supervisor, acts as a key contact between film, television, and commercial production companies and the college during the period of production. In this capacity, the Conference & Events Coordinator ensures smooth facilitation of filming activities, balancing the needs of the production with the safety, interests, and operational requirements of the college. In support of the Supervisor and Manager, the Conference & Events Coordinator assists with the Summer Campprogram, contributing to the planning and coordination of camp registration, marketing, daily camp operations, and program logistics. The Conference & Events Coordinator helps maintain a safe, engaging, and positive camp environment consistent with the college’s mission and standards of excellence. The role supports camper registration, parent communication, and scheduling, and assists with implementing health and safety procedures, behavior management practices, and emergency response protocols under the guidance of the Supervisor. This position requires strong organizational skills, attention to detail, effective communication, and a commitment to providing exceptional service in a dynamic, collaborative campus environment. The Conference & Events Coordinator maintains accurate event records to support budget tracking and assists the Supervisor by providing feedback on event outcomes and the impact of marketing initiatives on operational success. What you’ll be doing: Operational Coordination & Planning Conferences Quote, plan and execute conferences, ensuring seamless coordination of all logistics including scheduling, catering, audiovisual, and facilities setup. Prepares accurate quotes and collaborates with the food service provider to develop customized menus for conference and event clients, ensuring a clear understanding of dietary needs, service requirements, and budget considerations. Serve as the primary liaison between clients, internal departments, and external vendors. Develop and implement event schedules, themes, and logistical plans to ensure successful outcomes. Coordinate on-site event operations, balancing multiple complex events simultaneously. Develop advertising, marketing, and promotional strategies to attract conference clients. Collaborate with partners such as Chartwells and Campus Living Centres for catering and accommodations. Purchase and/or rent all necessary supplies/equipment for the conference. Ensure all event operations comply with College policies, safety, and accessibility standards. Film In collaboration with the Supervisor, Conference, Events & Residence Services, acts as a key contact between film, television, and commercial production companies and the College. Coordinate scheduling, facility use, and logistical support for on-campus filming. Liaise with Facilities, Security, IT, Academic areas, etc to ensure production requirements are met while maintaining campus operations. Ensure compliance with College policies, risk management, and insurance requirements. Provide on-site support during filming, including evenings or weekends when necessary. Facility Rentals Serve as the main point of contact for external groups seeking to rent College facilities for conferences, meetings, or special events. Plan and coordinate all rental logistics including space allocation, setup, security, signage, and technical support. Provide campus tours and consultations for potential clients. Represent Mohawk College at community meetings and associations (, Tourism Hamilton, Festivals & Events Ontario). Manage multiple simultaneous rentals and resolve any logistical or operational issues. Ensure facility rentals meet client expectations and align with College standards. Camp Coordinate the planning and delivery of Mohawk Summer Camps, including scheduling, staffing, and facility preparation. Develop camp themes, activities and programming in collaboration with other staff. Communicate with parents and guardians regarding registration dates, fees, policies, and daily operations. Ensure compliance with safety and risk management procedures for all camp activities. Revenue & Financial Coordination Conferences Prepare and track conference budgets, invoices, and payments to ensure maximum profitability. Meet revenue targets as established by the department. Submit purchase orders and manage payments for third-party vendors Evaluate post-event financial performance and prepare summary reports. Process financial transactions, ensuring all expenses and revenues are properly recorded. Film In collaboration with the Supervisor, coordinate fee structures and ensure all production-related costs are tracked and invoiced. Process and monitor payments, deposits, and insurance certificates. Maintain accurate financial records related to filming agreements and contracts. Work with the Accounting Department to ensure timely processing of payments and reconciliations. Facility Rentals Research promotional opportunities and develop marketing materials to increase rental revenue. Prepare detailed client rental contracts, process payments, and ensure accurate financial tracking. Monitor and analyze revenue streams to identify opportunities for growth. Track expenses and ensure all costs are charged to the correct FOAPAL. Prepare monthly invoices and reconciliations for all facility rental accounts. Camp Manage camp registration fees, payments, and refunds. Process transactions through the registration system and process monthly journals. Assist with camp budget preparation, expense tracking, and year-end financial reporting. Promote Mohawk Summer Camps through social media, online directories, and community advertising. Submit purchase orders and manage payments for third-party vendors. Monitor and analyze revenue streams to identify opportunities for revenue growth. Ensure accurate financial documentation for PT staff contracts and payroll processing. Administrative Tasks Conferences Prepare event documentation including contracts, correspondence, and post-event summaries. Reserve College facilities using internal scheduling software and coordinate internal service requests for space as managed by the Conference Services department. Maintain accurate client and event databases. Evaluate event outcomes and document recommendations for improvement. Participate in College committees and focus groups as required. Keep departmental website information current and accurate. Film Maintain records of all film agreements, permits, and schedules. Liaise with internal departments to communicate filming details and minimize disruptions. Respond to external inquiries regarding filming opportunities. Ensure all projects adhere to College safety and operational protocols. Keep up-to-date contact with Ontario Creates and review website information to confirm accuracy. Facility Rentals Maintain up-to-date client and rental databases. Respond to inquiries from the public and external organizations regarding facility bookings. Manage departmental email accounts and respond to inquiries promptly. Notify internal stakeholders (Security, Facilities, Housekeeping, etc.) of bookings and changes. Keep departmental website information current and accurate. Prepare purchase requisitions, expense transfers, and reconcile purchasing card statements. Ensure departmental financial documentation and deposits are processed accurately. Camp Manage camp registration data, participant records, and communications with families. Process camp registration changes, cancellations, and refunds. Coordinate with camp staff for scheduling, contracts, and payroll documentation. Maintain camp website content and promotional materials. Track attendance, safety documentation, and incident reports as required. Additional Responsibilities Undertake special projects or assignments as requested. Participate in departmental meetings and training sessions. Contribute to the development of improved processes, documentation, and client communication tools. Perform other related duties as assigned by the Supervisor, Conference Events & Residence Services or Manager, Conference & Theatre Services. What you’ll bring to the role:A 2-year diploma/degree in Business, Hospitality, Event Management, Tourism or related field or equivalent combination of education and experience.Minimum of 5 years of experience delivering complex, revenue generating conferences and events, demonstrating strong project management and organizational skills, or an equivalent combination of education and experience.Knowledge of the Liquor Licensing Board of Ontario Acts is recommended. Knowledge of the Ontario Child Care and Early Years Act is recommended.Availability to work outside of regular business hours is necessary (mornings/evenings/weekends).Training in Convention and Meeting Planning would be an asset.Clear Vulnerable Sector Check required.Standard First Aid & CPR Level C training (can be obtained at time of hire)De-escalation Training an asset.Working knowledge of the Ontario Food Premises ActDemonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.The ability to communicate and work effectively with diverse students, employees, and communities. What we offer:Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.93% top up of maternity and parental leave pay for 52 weeks.Progressive vacation plan starting with 15 vacation days plus annual holiday closure.Access to Employee Family Assistance Program including counselling services, financial literacy services, nutrition advice and more.Comprehensive benefits package including health, dental, vision, paramedical services (massage therapy, acupuncture, naturopath, psychotherapy and psychology), short-term and long-term disability.Ability to take courses at a reduced rate for employees and dependents. To find out more about working at Mohawk College, including our Employee Value Proposition, please visit We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas. The College is committed to fostering inclusive and barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources. To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: