Schedule
35 hours per week. 7 hours per day, Monday to Friday, 8:30am to 4:30pm


Education Level
2 year Community College Diploma


Career Level
3 years of relevant experience
















JD #
JD00298


Pay Grade:
6


Title:
Coordinator, Communications & Events



Unit/Project Description: For Department use only.

About the Role Join our Administration team in the Department of Surgery at McMaster University! We are seeking a Coordinator, Communications & Events who will play a key roll in executing events and initiatives supporting Department of Surgery\xe2\x80\x99s strategic priorities. The Coordinator, Communications & Events reports directly to the Director of Administration and will work closely with the Department Chair. Responsibilities include event planning, coordination, and execution, including design and development of event communications and marketing materials, facilitation of presentation materials and agendas, securing venues and arranging food and beverage.
In addition, this role will be directly involved in the redesign and development of the department website, managing social media accounts, fundraising and community involvement and creation of mailers and department marketing materials.
If you have superior organization and coordination skills and enjoy variety in your day-to-day tasks this may be the role for you! We are seeking an individual with strong problem-solving skills and the ability to manage multiple priorities.
About the Department of Surgery Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people. The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision. This Vision is based on 6 core tenets: C.R.E.A.T.E. Tenet 1: Building A Culture that Inspires Tenet 2: Conduct Research that Impacts Tenet 3: Educate, to Honour our Students Tenet 4: Advance, Personally, Professionally and Globally Tenet 5: Transform Patient Care Tenet 6: Unleash surgical Enterprise as a mindset.


Job Summary:
Responsible for developing, planning, implementing and evaluating various departmental and community engagement events and activities.


Purpose and Key Functions:

• Develop and implement marketing and community engagement strategies to promote existing and new services, activities and events.
• Develop, cultivate, and maintain relationships with various groups and stakeholders.
• Plan and coordinate a variety of events and activities such as conferences, seminars, meetings and workshops.
• Act as first point of contact for events and activities to internal and external partners.
• Provide recommendations for future communication strategies and events.
• Collaborate with staff to plan and implement events and communication projects.
• Provide recommendations on the suitability of space, venues, and set up for various events.
• Provide event management advice to others.
• Coordinate the use of all facilities and meeting space within the department.
• Ensure that venues are booked, setup, cleaned, and that food service, and equipment rentals are provided.
• Develop and distribute evaluation surveys to various participants and stakeholders.
• Review and use survey feedback to assess and improve future events and activities.
• Prepare estimates of time and resources required for various events.
• Prepare briefing reports after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
• Gather, compile and summarize information from a variety of sources and documents and prepare reports for review.
• Monitor and reconcile event costs and verify the accuracy of all expenses incurred.
• Compile and prepare information to be used for the annual event planning schedule.
• Attend events to monitor arrangements and ensure the smooth functioning of all activities.
• Receive and respond to issues that arise during events.
• Generate a variety of ad-hoc reports and summarize data for review.
• Determine the number of volunteers required to staff an event and coordinate how they will be used to operate events.
• Liaise with facilities personnel and suppliers of contracted services to ensure that all services agreed to have been provided.
• Write and disseminate a variety of materials such as announcements and promotional information in print and electronic formats.
• Create and update content on department website.
• Respond to inquiries that are specific in nature and require a thorough knowledge of program products and services.
• Develop presentations and present information at a variety of events.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Source pricing information and order and maintain an inventory of materials and supplies.
• Update, verify, and maintain information in a variety of databases and spreadsheets.
• Assemble, copy, collate, and distribute information and packages.
• Attend and participate in meetings.

Supervision:

• Ensure adherence to quality standards and procedures for short-term staff and volunteers.
• Provide orientation and show procedures to others.

Requirements:

• 2 year Community College diploma in Event Management ,Marketing or related field.
• Requires 3 years of relevant experience.

Assets: For Department use only.

The preferred candidate is solutions-focused, organized and has the ability to problem-solve and work with minimal supervision.


Additional Information:
This position may require travel and hours outside of regular working hours to attend events.

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How To Apply






To apply for this job, please submit your application online.




Employment Equity Statement






McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the \xe2\x80\x9cDish With One Spoon\xe2\x80\x9d wampum agreement. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, M\xc3\xa9tis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+. As part of McMaster\xe2\x80\x99s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information. Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.




Vaccination Policy Statement






The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University\xe2\x80\x99s Vaccination Policy-COVID-19 Requirements for Employees and Students (the \xe2\x80\x9cVaccination Policy\xe2\x80\x9d), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Vaccination Policy is currently paused, it may resume quickly and on short notice, as informed by public health advice and direction. Should it become necessary in future to resume the Policy, all community members will need to demonstrate compliance at that time. Successful applicants in those positions that work in host hospitals or other healthcare sites that have active vaccination mandates in place will need to comply with these and any other health and safety measures necessary as part of their appointment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.




Hybrid Work Language






To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.