Coordinator, Student and Community Engagement

McMaster University is a research-intensive, student-centered University dedicated to advancing human and societal health and well-being. The University has achieved an international reputation as a center of excellence for teaching and learning, innovation, and creativity. Currently, McMaster is home to over 37,000 students, 13,000 staff, 1,000 full-time faculty and 245,000 alumni in 140 countries around the world. As an institution, McMaster is committed to creating a brighter world for all. McMaster has been selected as a Hamilton-Niagara Top Employer for the past five years in a row and has also been recognized as one of Canada's Best Diversity Employers for the past seven years. McMaster’s commitments to inclusion, community, and social responsibility are central to this balance of research and learning excellence.

The Department of Athletics & Recreation serves our McMaster University and greater Hamilton communities, offering programs and services, facilities and expertise to support the cultivation of human potential and wellness in each of us - and we aim to be the best at what we do. We recognize the value in offering active invitations, not just open doors, and are committed to leading and learning alongside our community members to build a strong and inclusive community over time.

The Department of Athletics & Recreation is seeking an energetic and strategic relationship-builder for the Coordinator, Student & Community Engagement role. Reporting into the Manager of Strategic Partnerships & Initiatives, this role will be responsible for providing support and coordination for departmental events. This role will work collaboratively with A&R staff, student groups and campus & community partners. The successful candidate will be responsible for providing high quality meaningful opportunities for engagement for students and community members.

Job Summary:

Responsible for planning, implementing, and evaluating community engagement and event activities for the department. Enhance the department's profile by fostering strong relationships with internal and external stakeholders. Act as first point of contact for large-scale events and programs that promote community and student outreach and engagement.

Purpose and Key Functions:

1. Act as first point of contact for events and activities to internal and external partners.
2. Complete an annual needs assessment and develop a plan for annual community engagement activities to promote the department.
3. Plan and coordinate large-scale events and activities focused on community engagement for the department.
4. Develop and execute event logistics plans including (but not limited to) registration, venues, space, crisis management protocol, set up and take down of all events, marketing coordination and the recruitment and training of all volunteers and staff involved.
5. Develop, cultivate and maintain relationships with stakeholders including students, internal departments, partners and external stakeholders.
6. Develop and deliver training sessions to temporary staff.
7. Compile and prepare information to be used for the annual event planning schedule.
8. Develop surveys and review feedback to assess and improve future events and activities.
9. Develop resource plans for events, determining the scope and optimal number of casual employees and volunteers required to ensure smooth and efficient operations.
10. Liaise with internal contacts, external partners, community organizations and other stakeholders.
11. Provide recommendations for future event management, communication strategies and events.
12. Provide recommendations on the suitability of space, venues, and set up for various events.
13. Prepare and present a written comprehensive report addressing event logistics, event experience outcomes and recommendations for future events.
14. Prepare estimates of time and resources required for various events.
15. Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
16. 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.
17. Liaise with facilities personnel and suppliers of contracted services to ensure that all services agreed to have been provided.
18. Implement and maintain event budget.
19. Update and maintain all related documentation in regards to the events to ensure an audit trail and business continuity.
20. Monitor and reconcile event costs and verify the accuracy of all expenses incurred.
21. Source vendors and obtain pricing information.
22. Work collaboratively with the marketing and design team to strategically develop and research the required infrastructure for events such as equipment, room rentals, contingency plans etc.
23. Gather, compile and summarize information from a variety of sources and documents and prepare reports for review.
24. Generate a variety of ad-hoc reports and summarize data for review.
25. Write and disseminate a variety of materials such as announcements and promotional information in print and electronic formats.
26. Update and maintain information in databases.
27. Attend and participate in a variety of meetings.
28. Represent the department at various events including but not limited to information sessions and fairs.
29. Remain current with frequent developments in event management and trends in the communication field.

Supervision:

Ongoing responsibility for hiring and supervising 10 or more casual employees.

Requirements:

1. 3 year Community College diploma in Event Management, Marketing, or related field.
2. Requires 3 years of relevant experience.

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