Event Coordinator - Queens University

The Housing and Ancillary Services team manages 4,940 student beds in 18 residence buildings, as well as off-campus rental apartment and housing properties, three dining halls, numerous retail food service locations on campus, the Donald Gordon Hotel and Conference Centre and Event Services. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment.

The Event Coordinator is responsible for planning, implementation, coordination and successful outcomes for a range of events on behalf of both internal and external Conference and Ancillary Services clients. The incumbent liaises with a wide range of clients, including faculty, staff, students, donors, corporate guests, conference planners and high profile campus guests. This position is a key role in revenue generation within the Event Services unit, which is re-invested into vital student life, faculty and staff programming at Queen's University. The role includes event management and logistics, coordination and monitoring of partner services on campus; the development of client proposals, negotiation of rates/services, distribution of information and the coordination of services with all stakeholders. The Event Coordinator is responsible for the successful provision of these services, and provides on-site management as required to ensure client satisfaction. The Event Coordinator is responsible for establishing and maintaining communication between the client, Event Services and various campus partners.

This position acts as the first point of contact for the planning of events. This position provides event planning support including logistics, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements. This position schedules meetings, distributes agenda, records and circulates minutes. This position provides post-event coordination. This position also provides guidance and coordinates workflow of casuals, volunteers and/or student staff.

The schedule for this position requires the incumbent to work evenings and weekends.

What you will do

• Acts as the first point of contact for events.
• Provides event support including logistics planning, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements.
• Schedules meetings, distributes agenda, records and circulates minutes.
• Develops, creates, updates and distributes communications and marketing material for events.
• Provides post-event coordination including outreach via online surveys, collecting and tracking data including participation, sharing photos and videos, and preparing post-event analysis reports to stakeholders.
• Provides guidance and coordinates workflow of casuals, volunteers and/or student staff.
• Provide advice to student-led groups organizing events on logistics including room bookings, catering, marketing and university policies.
• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent
• diploma in event planning preferred.

Required Experience

• More than 1 year and up to and including 2 years of experience.
• Experience in client and/or customer experience functions considered an asset.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

APPLICATION INSTRUCTIONS

Apply online through our Careers webpage