McMaster University Hamilton, ON, Canada
Jun 07, 2019Full time
Job Title EVENTS COORDINATOR Job ID 26717 Location Central Campus Open Date 06/06/2019 Job Type Continuing Close Date 06/22/2019 Employee Group Unifor Unit 1, Staff Department Housing Residences Central Adm Salary Grade/Band Grade 6 Salary Range $22.21 - $31.30 (hourly) Hours per Week 35 Posting Details Department Description Housing and Conference Services (HCS) directly supports the University’s goal of advancing human and societal wellbeing and Forward With Integrity’s overriding vision of ‘educating for capability’. We provide a distinctive living and learning experience for 3600 students focused on key educational priorities including community development, personal growth and wellness, academic excellence, and inclusion. HCS concurrently drives a positive McMaster experience for guests, alumni, staff, faculty and student by providing accommodation and event coordination, which meet the highest standards of service excellence. HCS is a proud and significant ancillary contributor to the financial health of the University and the core academic and research mission of McMaster. HCS is poised to expand our capacity by 66% over the next 5 years. Moving from 3600 to 6000 bed spaces across 13 buildings. This expansion will diversify the housing operation dramatically, from a traditional focus on the housing needs of first year undergraduate students, to the introduction of upper year, graduate, and family housing, in addition to a constantly diversifying internal and external client base. The annual budget for HCS is currently (pre-expansion) approximately $31 million and we employ 100+ full-time and 250 part-time staff. HCS reports directly to both the division of Student Affairs and Administration. Position Details As Event Coordinator you’ll plan, implement, coordinate and deliver events and experiences for the McMaster campus community, as well as for our external clients. You’ll be part of an energetic team responsible for delivering 100+ events per month, for groups of 20 to 2000, in a variety of campus spaces including McMaster University Signature Venues. You’ll design and execute logistics, and lead an event specific assessment strategy to drive continuous improvement and customer loyalty. You’ll take action in accordance with service standards and response times to deliver exemplary client experiences. You’ll plan for labour commitments and appropriate staff scheduling to cover changing event needs, and coordinate a student staff team of 5-10 Guest Experience Ambassadors. From inquiry to contracting to final invoicing, you’ll be the one-stop shop point of contact. You bring organizational skills, optimism, energy, flexibility, and you think big even while taking care of the small details. You’ll bring finely tuned communication skills, the desire to participate in University and industry events to advance the events sector, and you possess a G license and reliable transportation. You’re able to work flexible hours to meet business needs, for both evenings and weekends and during seasonal peak times Posting Details Schedule Monday - Friday 830-430 Education Level 2 year Community College diploma in Event Management or related Field Career Level Min 2 years of relevant experience Job Description Duties & Responsibilities Plan and execute logistics for events, activities and support services. Provide recommendations on the suitability of space, venues, and set up for various events. Coordinate the use of University facilities, meeting space and support services including online registration and payment solutions. . Ensure that venues are booked, setup, cleaned, and that food service, and equipment rentals are provided, as well as 3rd party supplier items, as necesseary. Distribute evaluation surveys to event planners 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, and complete Service Order requests and obtain 3rd party quotes as necessary. Prepare a briefing report after each event which includes reporting event revenues and expenses for discussion with various stakeholders. Monitor and reconcile event costs,verify the accuracy of all expenses incurred, and prepare event invoices. 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 and coordinate any additional resources required to oversee 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. Provide input for announcements and promotional information to be communicated through digital channels, and print materials. Create and maintain client account records via Customer Relationship Management system (CRM). Provide services and facilities information to clients. Order and maintain inventory of materials and supplies Supervision Ensure adherence to quality standards and procedures for short-term staff and volunteers. Provide orientation and show procedures to others. At times, engage support of student staff team Qualifications 2 year Community College diploma in Event Management or related field. Requires 2 years of relevant experience. Requires drivers lisence and personal vehicle How To Apply To apply for this job, please submit your application online. 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. 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 diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.