Job Description

Please refer to the job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

HIRING UNIT

Student Housing & Hospitality Services

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.

DUTIES & RESPONSABILITES

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. 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. Collects and deposits fee payments. Monitors costs. Verifies accuracy of all expenses. Discusses adjustments to invoices for unsatisfactory services. 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. Monitors and administers operating funds and accounts. Reviews statements of expenses and revenues. Prepares budgets according to guidelines. Compiles data and prepares reports and statistics. 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.

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 in organizing and coordinating events such as conferences, seminars, workshops, movies, receptions, reunions on campus and in the residences within the SHHS Unit. Able to promote and provide information on university facilities and services. Must attend events in order to monitor arrangements and ensures smooth functioning of all activities. Able to solve problems that arise during events. Must answer all inquiries, books and contracts for the summer accommodation in the residences. Responsible in providing quotations for clients and determine requirements in discussing arrangements. Collects and deposits fee payments. Experience required in the processes of obtaining approvals and issuance of the alcohol permits, processing of orders and coordinating delivery of liquor for internal and external requests according to the established rules by the Regie des alcools du Quebec. Knowledge of the university community and tourism in Montreal. Previous hospitality experience in a fast paced environment required. Excellent customer service and communication skills, and knowledge with a hotel property management system or similar required. Knowledge of PMS software, Microsoft Office Suite, IQWare, Presentation Software, Internet Search Engines. English and French, both written and spoken.

Minimum Education and Experience: DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

Hourly Salary: (MUNACA Level 09B) $22.81 - $31.45

Hours per Week: 33.75 (Full time)

Supervisor: Conference Sales Admin (ER)

Position End Date (If applicable):

Deadline to Apply: 2022-10-13

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, .