Conference and Event Coordinator (CP0254, PED91, DD9B)

Job Category: 
Temporary assignments (MUNACA)

Position Context:

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.

Primary 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.
  • Maintains records concerning eligible or potential attendees. Obtains lists and other data. Verifies, arranges, and reviews data. Types, proofreads, edits, assembles and disseminates mailings. Coordinates typesetting, printing, and mass mailings.
  • 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.
  • Promotes and provides information on university facilities and services. Provides quotations for clients. Contacts and recruits volunteers for certain events.
  • 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.
  • Collects and deposits fee payments. Monitors costs. Verifies accuracy of all expenses. Discusses adjustments to invoices for unsatisfactory services.
  • Processes liquor applications or liaises with appropriate unit to have applications processed. May monitor purchase and sale of alcoholic beverages, including inventory and budget control.
  • Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.
  • 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.
  • Ensures proper maintenance of the unit's filing system

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 organizational skills. Ability to prioritize and meet weekly and monthly deadlines. Ability to multi-task. Proven ability to draft, proofread and edit texts or documents using appropriate spelling, grammar and punctuation. Must be client-focused and service-oriented with a proven ability to deal with people at all levels. Proven knowledge of basic accounting principles. Attention to detail. Demonstrated ability to transmit and receive information accurately. At ease in a PC environment using word processing, spreadsheet, database and presentation software and ability to use e-mail as well as Minerva, Banner (FIS, SIS and HRIS) and Crystal Reports. English spoken and written and French spoken and read.

Additional Information:

This is a maternity leave replacement.

How to Apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to University Advancement at staffing.dev [at] mcgill.ca.

The deadline to apply for this position is July 17, 2018 at 5:00 PM.

 *Current employees: please indicate your McGill ID number in your application.*

 We thank all applicants for their interest in McGill University. However, University Advancement will only contact applicants selected for an interview. 

Employment Equity:

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at angela.campbell [at] mcgill.ca or 514-398-1660.

Faculty/Unit: 
University Advancement
Alumni Communities
Salary Range: 
$22.36 - $30.83
Hours: 
33.75
Duration: 
eight (8) months
Reporting to: 
Director, Alumni Communities
Reference no.: 
CP0254