Advancement Officer, Pan-University Events

Regular/TemporaryRegularJob TitleAdvancement Officer, Pan-University Events & EngagementJob ID72414LocationCentral CampusOpen Date10/10/2025Job TypeLimited Term (>12 months)Close Date10/23/2025Employee GroupTMGFavorite JobDepartmentUA Strategic InitiativesSalary Grade/BandBand HSalary Range$ $ annual)Contract Duration24.3 MonthsHours per Week35Job DescriptionOverview:In partnership with the Advancement teams within the faculties and units across McMaster, this role will support the overall cultivation event strategy for Pan-University advancement events.This person will be positioned as an event expert and be the main resource to our faculty partners developing cultivation event strategies.This position will allow us to create best practices as it pertains to event development and execution, in addition to streamlining processes around briefing materials, metric tracking, invitation lists etc.The individual will have the capacity to lead 2-3 events per month, while also offering support to others, as required.This individual may also support signature campaign events.Your opportunity:Under the general supervision of the Associate Director, Advancement Campaign, and in partnership with the Advancement teams within the faculties and units, the incumbent is responsible for the planning, execution, and evaluation of cultivation related events across the faculties and units at McMaster University. They will serve as a strategic partner and creative collaborator for key stakeholders and faculty partners, translating event goals and objectives into compelling concepts and experiences. Through close partnership and thoughtful guidance, they will help shape event narratives, support the development of detailed plans, timelines, and briefings, and craft communication strategies that elevate visibility and engagement. In addition, they will oversee comprehensive event management, encompassing the assessment of logistical needs, including venue selection, on-site coordination, and event direction—and offering strategic guidance on technology solutions for hybrid formats, leveraging platforms such as Zoom, Microsoft Teams, and other digital engagement tools.Your responsibilities will include:Event Planning & ExecutionLead logistics for Pan-University advancement events such as lectures, receptions, panel discussions, etc.Conceptualizing, organizing and executing all event related activities.Develop event programs, including draft messaging in collaboration with development and communications staff.Develop event timelines, budgets, and briefing materials.Coordinate venue bookings, catering, AV, decor, rentals etc.Liaise with external vendors, venues, and service providers to coordinate event logistics, maintaining high standards of quality and professionalism.Guest Experience & StewardshipManage invitation lists, RSVPs, and guest communication.Develop processes and best practices as it relates to creating invitation lists and tracking RSVP's to ensure continuity across faculties and units.Ensure a welcoming and professional experience for donors, alumni, and key stakeholders.Resolving issues that may occur during events and escalating problems as required.Support post event follow up and reporting, including using ARCH to support tracking, etc.Maintain event pages and registration platforms.Stakeholder CollaborationServe as a resource for faculties and departments hosting Advancement-related events, offering guidance on planning, logistics and best practices.Develop processes and best practices as it pertains to briefing materials to ensure continuity across faculties and units.Liaise with internal partners including Advancement Communications, Development, Alumni Relations and senior leadership.Ensure proper tracking of scheduled events in the University Advancement activities calendar.Collaborate with Alumni & Donor Relations and the Campaign team to tailor events that foster meaningful connections, celebrate impact, and strengthen relationships.Facilitate post-event debriefs with stakeholders to gather feedback, assess outcomes, and identify opportunities for improvement and innovation.Oversee the tracking of university wide initiatives to ensure opportunities for collaboration are considered.How To ApplyTo apply for this job, please submit your application online.Employment Equity StatementMcMaster 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.The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.As part of McMaster's commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.Job applicants requiring accommodation to participate in the hiring process should contact:Human Resources Service Centre at ext. 222-HR , orFaculty of Health Sciences HR Office at ext. 22207, orSchool of Graduate Studies at ext. 23679to communicate accommodation needs.Hybrid Work LanguageTo 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.Interview ExperienceAt McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to or the HR contact associated with your position of interest.