NCRC43 – Conference Coordinator

National Campus and Community Radio Association; Nanaimo; Remote; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Conference Coordinator for an exciting opportunity to manage the 43rd National Community Radio Conference. This role involves collaborating with a dedicated team to ensure the successful execution of meetings and events, coordinating guest speakers, and supporting participants with their needs. The ideal candidate will have a strong background in event planning, excellent attention to detail, and the ability to communicate effectively in both English and French. Join a vibrant community radio organization committed to amplifying underrepresented voices and fostering local stories. This is a unique chance to make a significant impact in the community while gaining invaluable experience in a non-profit environment.

Qualifications

• Experience in managing conferences and events is preferred.
• Bilingualism in French and English is ideal for this role.

Responsibilities

• Coordinate activities for the National Community Radio Conference.
• Oversee meeting bookings and manage participant needs.
• Support the execution of the CRABO Awards Gala.

Skills

Event Planning

Attention to Detail

Bilingual (French and English)

Communication Skills

Education

Experience in Conference Management

Volunteer Experience in Community Radio

Job description

CHLY 101.7 FM is a campus-community radio station of Nanaimo and Vancouver Island University (VIU) students. Beginning as a student club in 1994, and gaining not-for-profit status in 1997 as the Radio Malaspina Society, CHLY-FM was approved for a broadcast license by the CRTC in 2001. Our station is located in the Traditional Territory of the Snuneymuxw First Nation, broadcasting from Nanaimo, a small city of approximately 105,000 people located on Vancouver Island.

CHLY has a small staff and over 60+ volunteers made up of Community Members from our broadcast community, and Student members from VIU’s Nanaimo Campus. CHLY has a mandate to report on local stories, support niche programming, local and Canadian artists and underrepresented voices. Each week, locally produced and syndicated programs are broadcast on CHLY 101.7 FM in three different languages. CHLY can also be streamed online, with some programs available via podcast.

The National Campus and Community Radio Association/ l’Association nationale des radios étudiantes et communautaires (NCRA/ANREC) is a not-for-profit group committed to volunteer-driven, non-profit, community-oriented radio across Canada. In June 2025, CHLY-FM is hosting the 43rd National Campus/Community Radio Conference (NCRC43).

Job description

As Conference Coordinator for NCRC43, you will be working with both CHLY 101.7FM staff, as well as staff from the National campus and Community Radio Association to help coordinate the 43rd National Community Radio Conference.

Tasks & Responsibilities

The applicant will work with a small team in a non-profit environment to:

• Oversee meeting booking, cancellation, and postponement orders.
• Plan and coordinate all activities to successfully execute meetings and conferences.
• Coordinate guest speakers, keynotes and workshops.
• Obtain meeting request orders, book meeting rooms and send confirmations to clients.
• Support participants with accessibility and location needs during the conference.
• Process requests such as room set-up, catering needs and audio/visual device requirements.
• Maintain high level of professionalism and competence when dealing with participants.
• Obtain client feedback and make appropriate changes for improvements.
• Submit invoices for caterings, equipment, and other amenities to clients.
• Resolve booking conflicts in a timely and accurate fashion.
• Escalate complex booking issues to Managers for immediate resolutions.
• Ensure that meeting rooms are set up with requested amenities and AV devices.
• Greet presenters and direct them to meeting rooms.
• Address new requests of host before and during meetings.
• Respond to client calls and e-mails related to meeting set-up.
• Manage and oversee our CRABO Awards Gala, in coordination with the NCRA/ANREC Staff.

Qualifications & Requirements

• Preference for having hosted two conference planning and management events.
• Highly responsible and reliable with exceptional attention to detail.
• Work or volunteer experience at one or more campus or community radio stations in Canada is an asset, with Experience with anti-oppression work.
• Proven track record of achieving and exceeding goals.
• Bilingualism in written and spoken French and English is ideal, though English is required.

Other Details / Mentoring

• Will report to the Executive Directors (EDs) of the NCRA and CHLY. They will receive mentoring and direction from them and other staff;
• Staff and station volunteers will provide on-site, hands-on training on station equipment.

Compensation

The rate of pay is $22.87/hour starting at 35 hours per week over an estimated 8-week period for a full-time limited contract totalling 280 hours.

Work Location

The position will be mostly working remotely, anywhere in Canada, with a preference for those located in or near Nanaimo for when the NCRC43 is running.

Start and End Dates

Earliest anticipated start date: Monday, May 26th, 2025.

Anticipated end date: July 18th, 2025. Latest end date: August 30th, 2025.

Application Process

Application Deadline: by Friday May 16th, 2025 by midnight.

Interested candidates should submit their resume, a cover letter detailing their interest in the role, and any relevant project work or experience to [e-mail] CC: [e-mail]. Please use the subject line: “CHLY Hiring Committee CSJ – NCRC Conference Coordinator – [Your Name]”.

Note: The Radio Malaspina Society (Operating CHLY 101.7FM) is an equal-opportunity employer and values diversity in its workforce. We encourage all qualified candidates to apply, though further consideration will be made for those from the following groups: women, Indigenous peoples, and members of visible minorities.

Age eligibility and funding note

This job is funded through a Canada Summer Job (CSJ) Grant. To be eligible, youth must:

1. be between 15 and 30 years of age at the start of the employment*
2. be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment**; and,
3. have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations

*The youth must be 15 years of age at the beginning of the employment period. The youth may be more than 30 years of age at the end of the employment period as long as the youth was 30 at the beginning of the employment period.

**International students are not eligible participants. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada. Youth awaiting a refugee status ruling, as well as those who hold a temporary visitor visa, youth visa or work visa are ineligible. As the objective of the Canada Summer Jobs program is to support youth entering the Canadian labour market, the temporary nature of an international student’s time in Canada does not allow for a long-term connection to the labour market.