Events Coordinator

**Schedule**
35 hours per week

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

**Career Level**
2 years of relevant experience

**JD #**

JD00838

**Pay Grade**

6

**Title:
**Events Coordinator

**Unit/Project Description**:

- For Department use only._

An Events Coordinator is required for the Department of Medicine Chairs Office.

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

**Purpose and Key Functions:
- Plan and executive 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 qualify 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 two years of relevant experience

**Additional Information:
- Other duties may be assigned as require

**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 One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679

to communicate accommodation needs.

**Vaccination Policy Statement**

The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Vaccination Policy is currently paused, it may resume quickly and on short notice, as informed by public health advice and direction. Should it become necessary in future to resume the Policy, all community members will need to demonstrate compliance at that time. Successful applicants in those positions that work in host hospitals or other healthcare sites that have active vaccination mandates in place will need to comply with these and any other health and safety measures necessary as part of their appointment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.

**Hybrid Work Language**

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.