Conference Support Coordinator

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement. 

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Post End Date:

November 13, 2026 at 11:59 PMThis job advertisement is to fill an existing vacancy in the Part-Time Contract Positions (Employee Group)

Reporting to the Senior Conference Coordinator, the Conference Support Coordinator will assist with all operations related to Conference groups, including but not limited to FIRST Robotics, Canada Basketball, and FSY from point of inquiry through to execution of deliverables. This position will act as a secondary coordinator to the Senior Conference Coordinator for all conference clients. The position will be required to work up to 16 hours weekly between November through April, and then up to 35 hours weekly from May through September.

This position will also provide support, assistance, and perform administrative duties for other Conference Services programming for the duration of the conference season from May to September 2027.

Key Responsibilities:

Responsibility 1:  Communication and Administrative Support

·       Act as an administrative liaison between conference clients and Brock University;

·       Coordinate the collection of information and responses to inquiries requested by individual teams where applicable;

·       Support effective communication between Conference Services and other internal departments;

·       Liaises with and maintains broad communication links with internal and external contacts on a wide variety of issues to ensure the effective and efficient operations;

·       Coordinate meetings including preparation and distribution of agendas, documentation, development of minutes and action items for identified meetings, including follow-up as required on outstanding action items;

·       Coordinate the development and maintenance FIRST Robotics, Canada Basketball, FSY and relevant messaging on the Brock University website;

·       Assist with formatting and uploading rooming lists using Brock’s Housing Software system for all incoming groups, and other conference groups as required;

·       Attendance at weekly staff meetings from May through August;

Responsibility 2:  Project Coordination and Logistical Support

·       Coordination will include, but is not limited to the following:  Residences, Dining Services, Facilities Management, Custodial Services, Brock Recreation, Brock Sports, Campus Safety, Brock Sports Performance Centre, Information Technology, Conference Services, Student Wellness and Accessibility, Campus Store, Parking Services, Registrars Office and Human Resources;

·       Assign teams to residence buildings to maximize occupancy;

·       Develop, coordinate, and maintain other Conference Services related projects as requested;

·       Act as a main point of contact and provide leaderships for other student staff members during all scheduled shifts;

·       Attend all planning and operational committee meetings for the associated conference groups;

·       Assist in the development of a payment plan with Brock’s Finance department for conference clients;

·       Assist in the development of dining services off campus distribution plan;

·       Lead the development of a volunteer training guides and conference handbook updates for major events.

Responsibility 3:  Conference Services Support

·       Assist with all other Conference Services group logistical needs that include, but are not limited to: Audio Visual, Registration Services, Dining Services, Custodial Services;

·       Receive and track payments for all Conference Services groups as assigned;

·       Assist with setup and take down of events, such as pipe and drape, signage, etc.;

·       Manage and track the inventory of all supplies and ensure they are replenished as needed.

·       All other related duties as required and/or assigned by the Senior Conference Coordinator or a designate.

Education:

·       Current Brock University student or recent graduate

Prior Work Experience:

·       Experience in either hospitality, conference and event planning, or customer service (preferably in a post-secondary environment).

Knowledge (know how, specific skills):

·       High degree of knowledge of the Brock University campus, its facilities, and services;

·       Strong computer competency, including knowledge of Microsoft Office;

·       Experience providing high-quality customer service;

·       Ability to work with cash and knowledge of cash-handling procedures;

·       Ability to identify and act upon emergency situations;

·       Knowledge of the University environment and related practices;

·       Excellent planning & organizational skills; 

·       Ability to interpret and administer financial components related to budgeting project costs.

·       Demonstrate leadership, be goal oriented, have initiative, good communication skills.

On-the-job training:

·       Three months to become familiar with conference events and projects and other Conference Services processes.  

Human Relation Skills:

·       Effective verbal and written communication skills, with the ability to articulate ideas;

·       Ability to deliver exceptional customer service;

·       Demonstrated ability to build relationships;

·       Ability to provide direction to volunteers, as required.

Problem Solving, Analysis & Innovation:

·       Flexible and responsive to changing needs in a dynamic and fast-paced environment;

·       Ability to integrate new information and skills to enhance performance.

·       Demonstrated ability to meet deadlines and propose approaches to improve outcomes;

·       Ability to appropriately handle urgent situations in a calm, diplomatic and tactful way;

·       Demonstrated project management skills and the proven ability to work independently;

·       Design, implement, track, assess, and oversee the execution of multiple projects simultaneously;

·       Ability to compile, analyze and interpret data from a variety of sources;

·       Ability to identify areas of risk and/or opportunity and research and develop recommendations to address; 

·       Detail and deadline oriented;

·       Ability to see the big picture.

·       Demonstrate leadership, be goal oriented, have initiative, good communication skills.

Preferred or Asset Skills:

·       Knowledge of Brock’s facilities, services, contracts, and policies around use of space;

·       Knowledge of Kx software;

·       Valid class G2 driver’s license;

·       CPR and First Aid certified.

Hourly wage: $18.95 / hour