Conferences and Special Events Coordinator

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Position Summary:

The incumbent organizes details of logistics and events for the Department of Epidemiology, Biostatistics and Occupational Health such as conferences, seminars, workshops, convocation, retreats and reunions. He/She organizes, distributes and verifies the work of students and casuals hired for events and participates in their training. Coordinates arrangements such as location/room bookings, travel, catering, audio-visual requirements and equipment rentals. Provides input regarding the logistics for the event.

Major Duties and Responsibilities:

• Acts as a liaison with a variety of service providers. Makes calls to obtain a variety of information, provides quotations to clientele.

• Liaises with supervisor, client and other stakeholders, such as the Departmental Chair, Epidemiology, Biostatistics and Occupational Health and Director, Administration and Operations to determine requirements, arrangements and coordinate schedules for meetings and lectures.

• Coordinates arrangements such as locations, room bookings, setups, audio-visual needs, cleanliness, staffing, seating, food and bar service and equipment rentals. Prepares items such as nametags, lists of attendees and agendas.

• Monitors event registration and rsvps online.  Responds to questions about registration.  Obtains lists and other data for event distribution. Verifies, arranges, and reviews event invitation lists and registration data. Types, proofreads, edits, assembles and disseminates email event notices for EBOH listservs. Coordinates content for email notices, posters, printing, and mass mailings.

• Liaises with central graphic arts team to create event posters. Liaises with communication offices, locally and externally. Arranges for widespread paper and electronic distribution of departmental notices within McGill and the MUHC communities and broader as appropriate.

• Coordinates the visits of out-of-town guest lecturers. Prepares itineraries and welcome packages, makes hotel and travel arrangements. Liaises and coordinates with Departmental, McGill and MUHC representatives meeting with the guests. Ensures the smooth functioning of their visits. Prepares travel expense reports for reimbursement of speakers

• Provides information on Departmental Events and contributes to the master Events Manual and Guidelines. Monitors online Event Proposal Form Applications, room bookings and ensures applications are complete before giving to supervisor for review.  Provides quotations for supervisor and clients. Contacts and recruits volunteers for certain events.  Coordinates work study schedules.

• Compiles data and prepares reports and statistics. Composes correspondence and other documents.

• Researches and maintains extensive database of contact information (such as suppliers and attendees).

• Prepares, proofreads and edits documentation for activities including presentations, brochures, fliers, handouts, booklets. Updates and coordinates publication of documents and mass mailings.

• Attends events to ensure that events run in an effective an efficient manner. Ensures proper set-up, and planned logistics are followed/respected, conducts and organizes the RSVPs, liaises with contractors, service providers, participants and event speakers. Troubleshoots problems which may arise.

• Makes recommendations in regards to any new contracts or renewals with suppliers. Ensures that operation of services are in accordance with agreements.

• Performs financial transactions (collection of fee payments, monitors and ensures accuracy of expenses and follows up on discrepancies, expense reports etc..).

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.

Other Qualifying Skills and/or Abilities:

Experience with coordination and registration for events and conferences. At ease in a fast-paced environment. Experience with website design (Drupal) and social media updates (Facebook, LinkedIn, Instagram). Experience drafting and verifying accuracy of publication materials in both English and French. Demonstrated ability to proof-read and edit text. Knowledge of accounting and finance principles. Ability to work autonomously and as part of a team. Demonstrated organizational skills and ability to multi-task. Excellent attention to detail. Excellent judgment, tact and discretion. Demonstrated ability to clearly transmit and receive information on the phone or in person. Must be client focused and service oriented with a proven ability to listen speak with all client levels (internal and external). Ability to work in a PC using MS Office (Word, Excel, PowerPoint & Outlook). English and French, spoken and written
 

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

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