Administrative and Events Coordinator

McMaster University; Hamilton; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading Canadian university in Hamilton seeks an individual to support operational planning for convocation ceremonies and other institutional events. This role involves coordination of processes, providing administrative support to the University Registrar, and managing event logistics. Candidates should have a university degree or equivalent experience, combined with several years of experience in office administration and event management. Strong financial management skills and the ability to lead cross-functional teams are essential for success in this position.

Qualifications

• 4-6 years of office administration experience including support for senior leaders.
• Demonstrated experience in event implementation and strategic leadership.
• Proven track record in planning and managing large-scale events.

Responsibilities

• Support operational planning and coordination of convocation ceremonies.
• Provide high-level administrative support to the University Registrar.
• Manage the operational planning and execution of events.

Skills

Event planning

Strategic problem-solving

Financial management

Cross-functional team leadership

Customer service orientation

Education

University degree in Business, Communications, Hospitality, Events Management

College diploma in Event Management or equivalent work experience

Tools

Microsoft Office Suite

Calendaring applications

Zoom

Teams

Job description

The Office of the Registrar provides a number of services to both prospective and current students and is the primary source of information on enrolment, convocation ceremonies and important student dates and events throughout the year. The Office of the Registrar comprises of 8 departments: Student Services & Financial Support, Student Recruitment, Undergraduate Admissions, Student Records, Systems, Scheduling & Examinations, Communications and Central RO Administration and has a staff complement of approximately 100. This dynamic team works together providing assistance to students from the beginning of their time at McMaster University until they graduate.

The Central Administration team in the Office of the Registrar plays a crucial role in delivering convocation ceremonies and supporting all areas of the RO with their human resources, finance budgeting and administrative functions. This unit is responsible for a wide range of centralized functions, ensuring operations are efficient, fiscally responsible, inclusive and policy compliant. The team provides leadership, coaching, advisement, and support in the central portfolios.

Job Summary

Reporting to the Associate Registrar, this role supports the operational planning, coordination, and execution of convocation ceremonies and broader institutional events. The position coordinates convocation processes, protocols, and traditions ensuring institutional continuity and alignment with the university’s values and standards.

The role also provides high-level administrative support to the University Registrar, requiring judgment, discretion, and understanding of higher education priorities.

Accountabilities

Convocation Process, Protocols & Institutional Stewardship

• Document updates arising from changes, i.e., sector shifts, cultural considerations and integrate them into the protocol guide.
• Supports accurate graduate participation and ceremonial flow, ensuring our graduates are crossing the stage in the right order and right time.
• Ensure units understand and adhere to protocol expectations, maintaining the integrity and symbolic meaning of university’s academic ceremony.

Annual Cycle & Calendar Management

Support the full annual convocation planning calendar. Track milestones, dependencies, deadlines, and deliverables.

Convocation Planning Committee Operational Management

Support the Committee Chair in managing the operational functioning of the Convocation Planning Committee.

Support for Convocation-adjacent events

Provide protocol guidance to units planning Convocation-adjacent events, advising on which ceremonial elements can be used and ensuring traditions are honored.

Execution of Convocation

• Manage the operational planning and day-of execution of convocation ceremonies.
• Serve as the primary operational contact for internal departments and external vendors.
• Operationalize annual changes to ceremony structure, program elements, and protocol adjustments.
• Provide on-site leadership during ceremonies; resolve issues and elevate major concerns.

Strategic Administrative Support for the University Registrar

• Provides high-level executive administrative support to the University Registrar, ensuring continuity and excellence in departmental operations and day-to-day support.
• Assess, prioritize, and coordinate the University Registrar’s schedule, calendar and travel arrangements ensuring accuracy and efficiency.
• Monitor inquiries from domestic and international organizations, government departments, and other partners, assess urgency and determine appropriate triage.
• Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the university, its policies and procedures. Determines the appropriate course of action and follows through to resolution.
• Oversees day-to-day administrative operations by planning, organizing, and managing workflows and resources. This role ensures that executive administrative needs are met with confidentiality, strategic alignment with institutional goals, professionalism and efficiency and regularly engages with the University Registrar to anticipate and coordinate support requirements.
• Coordinates logistics and resources for meetings. Liaising with vendors to confirm service delivery and billing accuracy and source and process payments to suppliers.

Financial

• Support the preparation of the operating budget and gather budget resource information.
• Supports the establishment of financial priorities by routinely and effectively monitoring and projecting expenditures, transactions, and resources. Executes office accounting procedures and records.
• Advises the Registrar’s management team on financial policies and procedures, including McMaster policies and Mosaic processes, and develops best practices for staff and managers across the RO.
• Coordinate petty cash, purchase orders, expense reports, and vendor payments to ensure accuracy and compliance.
• Plan and manage event budgets, analyzing and reporting on revenues and expenses, and implementing cost-recovery and cost-saving initiatives.
• Monitor expenditures and coordinate payments in alignment with university policies.

Operational Coordination

• Keeping Teams Connected and Efficient
• Lead seamless operations by managing procurement, inventory, and office logistics. Transform data into actionable insights to optimize processes and support strategic decisions

Qualifications

• University degree (Business, Communications, Hospitality, Events Management). College diploma in Event Management or equivalent relevant work experience will be reviewed
• 4-6 years’ office administration, including senior leader level support
• Demonstrated experience in strategic leadership across departmental administration and event implementation, with the ability to oversee policy execution and contribute beyond day-to-day operations, scheduling, and logistics.
• Proven track record in the planning and management of large-scale events
• Experience in the public or university-sector is an asset

Knowledge/Skills

• Ability to plan and execute large-scale events and lead cross functional teams. Demonstrated cultural awareness and sensitivity in planning institution-wide events, ensuring alignment with university traditions and values.
• Strategic problem-solving and policy alignment skills.
• Ability to build collaborative relationships with diverse internal and external partners, including individuals at all organizational levels.
• Strong financial management skills.
• Broad knowledge of university policies and processes; ability to manage sensitive information with discretion and maintain strict confidentiality.
• Exceptional organizational, interpersonal, and communication skills; strong customer service orientation.
• Strong understanding and ability with administrative technologies, e.g. calendaring, one drive, Microsoft suite, zoom, teams, and other applicable applications

How To Apply

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