Coordinator, Communications and Events

**Schedule**
35 hours per week. 7 hours per day, Monday to Friday, 8:30am to 4:30pm

**Education Level**
2 year Community College Diploma

**Career Level**
3 years of relevant experience

JD #

JD00298

Pay Grade:
6

Title:
Coordinator, Communications & Events

Unit/Project Description:

- For Department use only._

About the Role

Join our Administration team in the Department of Surgery at McMaster University

We are seeking a **Coordinator, Communications & Events** who will play a key roll in executing events and initiatives supporting Department of Surgery’s strategic priorities.

The Coordinator, Communications & Events reports directly to the Director of Administration and will work closely with the Department Chair. Responsibilities include event planning,

coordination, and execution, including design and development of event communications and marketing materials, facilitation of presentation materials and agendas, securing venues

and arranging food and beverage.

In addition, this role will be directly involved in the redesign and development of the department website, managing social media accounts, fundraising and community involvement and

creation of mailers and department marketing materials.

If you have superior organization and coordination skills and enjoy variety in your day-to-day tasks this may be the role for you We are seeking an individual with strong problem-solving

skills and the ability to manage multiple priorities.

**About the Department of Surgery**

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible.

We are a department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people.

This Vision is based on 6 core tenets:
**C.R.E.A.T.E.**

Tenet 1: Building A Culture that Inspires

Tenet 2: Conduct Research that Impacts

Tenet 3: Educate, to Honour our Students

Tenet 4: Advance, Personally, Professionally and Globally

Tenet 5: Transform Patient Care

Tenet 6: Unleash surgical Enterprise as a mindset.

**Job Summary**:
Responsible for developing, planning, implementing and evaluating various departmental and community engagement events and activities.

**Purpose and Key Functions**:

- Develop and implement marketing and community engagement strategies to promote existing and new services, activities and events.
- Develop, cultivate, and maintain relationships with various groups and stakeholders.
- Plan and coordinate a variety of events and activities such as conferences, seminars, meetings and workshops.
- Act as first point of contact for events and activities to internal and external partners.
- Provide recommendations for future communication strategies and events.
- Collaborate with staff to plan and implement events and communication projects.
- Provide recommendations on the suitability of space, venues, and set up for various events.
- Provide event management advice to others.
- 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.
- Develop and distribute evaluation surveys to various participants and stakeholders.
- Review and use survey feedback to assess and improve future events and activities.
- Prepare estimates of time and resources required for various events.
- Prepare briefing reports after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
- Gather, compile and summarize information from a variety of sources and documents and prepare reports for review.
- 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.
- Generate a variety of ad-hoc reports and summarize data for review.
- 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.
- Write and disseminate a variety of materials such as announcements and promotional information in print and electronic formats.
- Create and update content on department website.
- Respond to inquiries that are specific in nature and require a thorough knowledge of program products and services.
- Develop presentations and present information at a variety of events.
- Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
- Source pricing information and order and maintain an inventory of materials and supplies.
- Update, verify, and maintain informatio