Campus Events, Office Coordinator (SOP – FT contract position)

Full-Time (Contract)
McMaster University Campus
2 weeks

**This is an SOP (Student Opportunity Position) full time contract role intended for upcoming McMaster graduates.***

Campus Events: Our sole mission is to provide McMaster students with a variety of quality programming throughout the school year that is both engaging and inclusive. We believe in the student life outside of the classroom, whether on campus or at home, and we are a passionate team that works hard to make sure your entire McMaster experience is a positive one.

Please note this job will close Sunday, February 5th at 11:59pm.

Overview

Role includes being an office manager to the department, scheduling events and staff, and management of resources.  

Administrative Function 60%

  • General reception duties including checking and responding to emails, answering phones and replying to voicemail messages 
  • Filing and general office organization 
  • In conjunction with the AVTEK Technical Director manage incoming inquiries for production related rentals 
  • Under the direction of  the AVTEK Technical Director, ensure continuity for clients of production service, appropriate staffing and asset allotment   
  • Booking events on the computer, and scheduling equipment and staff 

Financial & Budgeting Function 20%

  • Research and purchase of materials and production supplies according to the Campus Events budget 
  • Oversee the billing of clients by office staff for AVTEK 
  • Work with Accounting Group  
  • Generating pending and final invoices for clients 
  • Compiling hours for payroll 
  • Receiving and processing payments 

Technical Function 10%

  • Assist in the setup and layout of production equipment as required (training provided) 

Other duties as assigned 10%

Knowledge, Skills and Abilities

  • High level of organization and time management skills  
  • Problem solving under stressful and high pressure conditions 
  • Excellent communication skills and a cheerful disposition for dealing with staff and clients 
  • Knowledge of the over-all campus, residences, and Hamilton community 
  • Ability to multi-task and complete tasks as assigned 
  • Extremely punctual 
  • Must be able to work independently and as part of a team 
  • Basic technical knowledge (training provided) 

Effort & Responsibility

  • On-going scheduling, invoicing and billing of AVTEK clients 
  • On-going management of scheduling, invoicing and billing of AVTEK clients in conjunction with AVTEK Technical Director 
  • Required to work during exam periods and during all of Welcome Week (including Labour Day Weekend) and Reading Week 
  • Communication with residences, societies, MSU Clubs, and University services is key aspect of running effective events 
  • Constant problem solving and decisions must be made under stress and time constraints

Working Conditions

  • Typical office environment 
  • Fast paced environment

Training and Education

  • Computer, telephone and administrative support experience a must 
  • Proficient with most Microsoft programs (Word, Outlook, Excel, Access etc) 
  • Proficient  with other third party software (e.g. accounting software, resource management software, PDF readers etc) (training can be provided) 
  • Good command of the English language 
  • Some on the job training provided 
  • Experience in Event Production an asset

Equipment

  • Audio and Visual media equipment 

We thank all applicants for their interest and effort in applying for the position, and advise that only those candidates selected for interviews will be contacted.

The McMaster Students Union (MSU) is strongly committed to employment equity within its community and to recruiting a diverse staff. The MSU encourages applications from all qualified candidates including women, persons with disabilities, First Nations, Métis and Inuit persons, members of racialized communities and 2SLGBTQIA-identified persons. If you require any form of accommodation throughout the recruitment and selection process, please contact the Human Resources Director by email at hr@msu.mcmaster.ca. Please note that the MSU is an independently incorporated students’ union operating within the McMaster University community; this is not a McMaster University position.

Job Features

Job CategoryOpen
TermMay 1, 2023 - April 30, 2024
SupervisorDirector of Campus Events
Hours35 Hours per week
RemunerationTBD

Apply Online

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