• Job Description

  Req#: JR0000056814

  Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

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  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 AND 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.

  • 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.

  • 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. 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.

  QUALIFYING SKILLS AND ABILITIES:
  

  • Experience with conference/event coordination.

  • Demonstrated organizational skills and proficiency in prioritizing and meeting weekly and monthly deadlines.

  • Proven ability to draft, proof read and edit texts or documents using appropriate spelling, grammar and punctuation.

  • Client focused and service oriented with a proven ability to work with people at all levels and deal effectively and diplomatically with delicate situations.

  • Ability to work autonomously and as part of a team.

  • Ability to take initiative.

  • Demonstrated ability to multitask with strong attention to detail and demonstrated ability to transmit and receive information accurately.

  • Proficiency in a PC environment using word processing software, spreadsheets, database and presentation software and ability to use email as well as Minerva.

  • Knowledge of French and 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 3-4 (qualifier) on a scale of 0-4.
    

  ADDITIONAL INFORMATION:

  • Testing may be administered.

  • Required to work on-site at events

  • Must be available to work occasionally on evening or weekends

  Minimum Education and Experience:

  DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

  Hourly Salary:

  (MUNACA Level F) $29.42 - $36.46

  Hours per Week:

  33.75 (Full time)

  Supervisor:

  Associate Director Affinity & Engage

  Position End Date (If applicable):

  2025-10-03

  Deadline to Apply:

  2024-08-25

  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, accessibilityrequest.hr@mcgill.ca .

• About the company

  McGill University is a public research university in Montreal, Quebec, Canada.

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