McGill University Montreal, QC, Canada
Dec 08, 2017Contract
Conference and Event Coordinator (CR1857) Post Date : Friday, December 8, 2017 McGill University - Human Resources POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT Position Title : Conference & Event Coordinator (PED 00091, DD009B, Level 009B) Position Summary : Under the direction of the immediate supervisor, organizes details of events such as conferences, seminars, workshops, and reunions. Organizes, distributes and verifies the work of others and participates in their training. Liaises with client to determine requirements. Coordinates all arrangements and ensures the smooth functioning of these events. Maintains records. Monitors and administers operating fund or accounts. Major Duties & Responsibilities : Organizes details of events such as conferences, seminars, workshops, receptions and reunions. Organizes, distributes and verifies the work of others, and participates in their training. Liaises with client to determine requirements and discuss arrangements. Coordinates all arrangements such as locations, room bookings, setups, cleanliness, staffing, seating, food and bar service and equipment rentals. Prepares items such as name tags, lists of attendees and agendas. Liaises with speakers. Makes travel and hotel arrangements. Prepares travel expense reports for reimbursement of speakers. Receives papers to be presented. Ensures they are edited and submitted to appropriate publication. Attends events to monitor arrangements and ensures smooth functioning of all activities. Liaises with facilities personnel and suppliers of contracted services. Solves problems that arise during events. Liaises with appropriate units regarding security services and safety regulations. Monitors and administers operating funds and accounts. Reviews statements of expenses and revenues. Prepares budgets according to guidelines. Compiles data and prepares reports and statistics. Word processes drafts, correspondence and reports. Composes correspondence and reports. Attends committee meetings and takes minutes. The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks, which may be performed by an employee whose position has been matched to this generic job description. Education & Experience : DEP (Secretarial/Office Systems) Three (3) years related experience Other Qualifying Skills And/Or Abilities : Demonstrated project management experience with proven ability to prioritize, multitask and meet multiple deadlines. Proven ability to coordinate arrangements for events and meetings. Excellent organizational and time management skills. Resourceful, client focused and service oriented. Demonstrated accuracy and attention to detail. Excellent communication skills, written and verbal. Ability to communicate in both English and French. Reference Number : 17-1219/CR1857 Supervisor's Title : Administrative Officer Salary Scale : $22.36 - $30.83 Faculty/Unit : Faculty of Medicine Faculty Development Position Type : Full-Time Hours Per Week : 33.75 End Date : Friday, August 31, 2018 How To Apply : *Internal candidates: Please provide your McGill ID number when applying.* Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now . Click on “APPLY NOW” and clearly indicate the reference number. APPLICATIONS MUST BE RECEIVED WITHIN EIGHT (8) WORKING DAYS OF THE DATE OF PUBLICATION. We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted. McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities and others who may contribute to further diversification.