Conference and Event Coordinator (CP0169)

McGill University - Human Resources
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: 
  • 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.
  • Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock
  •  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
  • Uses equipment such as a personal computer, printer, telephone, photocopier, fax machine, typewriter, overhead projector, and other office equipment.
  • 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.

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: 
Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times. Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels. Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative, problem-solve and organize work. Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven discretion in dealing with confidential information. Organizes logistics for events and meetings. Demonstrated ease with technological applications with a proven ability to work in a PC environment using Adobe Pro, MS Word, advanced Excel and Outlook, Banner and Minerva. English, Excellent spoken and written skills in English is required. French, spoken and read.
Reference Number: 
Supervisor's Title: 
Advancement Manager
Salary Scale: 
$21.92 - $30.23
Faculty of Medicine
University Advancement
Position Type: 
Hours Per Week: 
End Date: 
Friday, November 30, 2018
How To Apply: 

*Internal candidates: Please provide your McGill ID number when applying.*

Please submit your application online at Click on “APPLY NOW” and clearly indicate the reference number.