Events Coordinator

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
Come work with us
Job Summary

A Brief Overview
This is an exciting role that operates as the main contributor behind many of the key events which support the Faculty of Engineering and Applied Science. From academic conferences to wellness initiatives, the Queen's Engineering Events Coordinator is the organizing force behind imaginative and dynamic events that drive many of the Faculty's core initiatives. Reporting to the Director of Marketing and Communications, the incumbent will work closely with many key Faculty partners including students, staff, faculty and educators, and alumni. This role is ideal for a highly organized, tech-savvy, and proactive professional who is able to work independently alongside a team of other passionate team members. Celebrating triumphs, promoting world-changing research, encouraging diversity and wellness - this role works from the heart of the Faculty to transform how the world sees us, and how we see each other.

This position provides event planning support including logistics, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements. This Events Coordinator schedules meetings, distributes agenda, records and circulates minutes, and provides post-event coordination. This position also provides guidance and coordinates workflow of casuals, volunteers and/or student staff.

The schedule for this position requires the incumbent to work outside normal business hours such as evenings and / or weekends and occasionally travel overnight when conferences and other special events are outside Kingston, adjusting weekly work hours to meet program needs.
**Job Description**:
What you will do
Acts as the first point of contact for events.

Provides event support including logistics planning, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements.

Schedules meetings, distributes agenda, records and circulates minutes.

Develops, creates, updates and distributes communications and marketing material for events.

Provides post-event coordination including outreach via online surveys, collecting and tracking data including participation, sharing photos and videos, and preparing post-event analysis reports to stakeholders.

Provides guidance and coordinates workflow of casuals, volunteers and/or student staff.
Monitors account expenditures, contracts and budgets. Prepares expense requisitions for reimbursement.

Other duties as required in support of the department and/or unit. Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent. Required Experience
More than 1 year and up to and including 2 years of experience. Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
Provide information to others that requires technical or administrative explanation or interpretation.

Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.

Adapt messages to meet the needs of the intended audience.
Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.

Participate in project team meetings and is involved in developing individual and team project plans.
Identify new problems and seeks information and input to fully understand the cause.

Identify opportunities to improve the effectiveness and efficiency of work processes.

Break down concrete issues into parts and synthesizes information succinctly.
Respect diversity and promotes inclusion in the workplace.

Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.
Employment Equity and Accessibility Statement