Conference & Event Coordinator (CR1681)

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.
  • 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.
  • 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.
  • Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitors operation of services according to agreements. Verifies accuracy of commissions.
  • Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.

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: 
Excellent organizational and communication skills. Proven ability to multi-task, prioritize, and meet deadlines. Strong attention to detail. Demonstrated ability to clearly transmit and receive information. Must be client-focused and service-oriented, and able to work with all levels of staff. Ability to work autonomously and as part of a team. Demonstrated ability to work in PC environment using word processing, spreadsheets, databases, web navigation, email, Banner, and Minerva. English and French spoken and written.
Reference Number: 
19-0819/CR1681
Supervisor's Title: 
Program Manager
Salary Scale: 
$22.81 - $31.45
Faculty/Unit: 
Desautels Faculty of Management
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
This is a customer service role for various McGill Executive Institute programs delivered in and outside Montreal. Would require to work occasional weekends.
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Desautels Faculty of Management:

Mail

McGill University, Desautels Faculty of Management, Area Personnel Office

1001 Sherbrooke Street West (Samuel Bronfman Building), room 454

Montreal, Quebec

H3A 1G5

Fax

(514) 398-5116

Email

hr.mgmt [at] mcgill.ca

The deadline to apply for this position is August 22, 2019 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, Desautels Faculty of Management will only contact applicants selected for an interview.