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Program and Events Coordinator

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday-Friday, 8:30am-4:30pm, 35 hours/wk

**Education Level**
2 years Community College Diploma in Office Administration or a related field

**Career Level**
Requires 2 years of relevant experience

**Unit/Project Description**:
The mission of the MacPherson Institute is to collaborate, enhance, support, and recognize teaching and learning experiences at McMaster. Specifically, the Institute partners with, supports, and connects diverse groups of educators by: 1) creating and delivering professional development that engages educators throughout their careers in teaching and learning in order to enhance the student learning experience; 2) facilitating curriculum development and revision that fosters continuous enhancement and engagement in learning; 3) supporting, conducting and recognizing teaching and learning scholarship that has the capacity to develop, inform, and enhance educational initiatives and student learning; and 4) encouraging and elevating the pedagogical use of educational technologies and creative solutions to enhance teaching and learning.

The MacPherson Institute is committed to core values of collaboration, respecting and valuing diverse perspectives and approaches, trust and transparency, scholarly and creative exploration, caring relationships and a commitment to equity.

This role is completed on campus with some flexibility in work arrangements.

The Program and Events Coordinator position will report to the Communications Manager. While the responsibilities and key functions of the role are outlined in detail in this job description, this position will support one or more of the mandate areas for the MacPherson Institute. This could include but is not limited to: supporting the administration of teaching professional development programs (ex. Certificates of Completion program), supporting the administration of grant programs, planning and executing large scale in-person, online or hybrid conference events, working with senior university leaders to plan retreats, organizing and coordinating with campus partners for partnered events and speaking engagements, and more.

**Job Summary**:
Responsible for supporting, planning, and maintaining the efficient operation of a program division and its related programs, and coordinating all aspects of the program including events, curriculum administration, implementation, promotion, resource and financial management. Implements and maintains the efficient administrative operations at a designated site under the direction of senior staff.

**Purpose and Key Functions**:

- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Communicate and work collaboratively with various internal and external organizations and departments.
- Attend events to monitor arrangements and ensure the smooth functioning of all activities.
- Distribute evaluation surveys to event attendees and volunteers and collect feedback for assessing and improving future events and activities.
- Prepare a briefing report after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
- Plan and coordinate a variety of program activities and events by booking and setting up venues, arranging catering and other contracted services, preparing schedules and agendas, and working with department staff on promoting events.
- Develop the program budget for review and approval. Implement and maintain the program budget and expense reports.
- Prepare estimates of time and resources required for various events.
- Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups.
- Write a variety of documents including, but not limited to, reports, correspondence and minutes.
- Provide faculty and staff information regarding program policies and information about program requirements.
- Provide work procedure advice and guidance to staff.
- Review current academic calendar, and recommend and prepare curriculum revisions and programming schedules.
- Update and maintain a variety of records and databases.
- Gather and compile information required for a variety of documents and reports.
- Organize, coordinate, and assist with educational programs and events such as retreats, education days and other capacity building programs.
- Support the delivery and review of academic and scholarly programs and resources.

**Supervision**:

- Ensure adherence to quality standards and procedures for short-term staff and volunteers.
- Provide orientation and show procedures to others.

**Requirements**:

- 2 years Community College Diploma in Office Administration or a related field
- Requires 2 years of relevant experience.

**Assets**:

- Efficient in managing time and projects independently and collaboratively.
- Ability to develop work back plans to execute various projects with competing timeli