Coordinator, Communication And Events

Schedule
35 hours per week, Monday to Friday from 8:30 am to 4:30 pm.
Education Level
2-year Community College diploma in Event Management, Marketing, or related field.
Career Level
Requires 3 years of relevant experience.
Anticipated Fill Date
ASAP
Job DescriptionShould the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.
JD #:
JD0298
Title:
Coordinator, Communications and Events
Pay Grade:
6
Unit/Project DescriptionThe Communications & Events Coordinator is central to advancing the Department’s communications, engagement, and event strategies through the
planning, development, and delivery of a broad range of communications initiatives. Reporting to the Director of Administration, the Coordinator leads
departmental communications channels, including the website, newsletters, publications, social media, video content, and promotional materials,
ensuring content is accurate, engaging, accessible, and aligned with organizational goals and brand standards. The incumbent develops and curates
stories that showcase departmental achievements, coordinates graphic design and branding activities, and fosters strong relationships with internal and
external communications partners, including the Faculty of Health Sciences Central Communications team.
The role also leads the planning and execution of key departmental events, overseeing all aspects of event coordination including logistics, communications,
budgeting, registration, and stakeholder engagement. In addition, the Communications & Events Coordinator monitors communications performance,
prepares reports and annual updates, supports major departmental reporting initiatives, and provides strategic communications advice to promote
consistent messaging, brand integrity, and community engagement across the Department.
This is a one-year contract position
with a hybrid work arrangement that offers some flexibility for remote work. This role requires regular travel to
hospitalsites across Hamilton and may occasionally involve work outside of standard business hours to support scheduled events and departmental
activities.
About the Department of SurgeryOver its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We
are a Department with 11 surgical divisions and Royal College residency training programs;
together, we are poisedto unleash a future fueled by a
creative mindset and powered by our people.
The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision.
C.R.E.A.T.E.CultureResearchEducationAdvancementTransformation through innovation & entrepreneurshipExcellence in patient careAbout McMaster UniversityAt McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster
inclusive excellence which values the strengths, perspectives, and contributions of each individual. McMaster is recognized as one of the top employers
in the Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers.
Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards
packages vary by employee group but include:
Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance;
Pension Plan Options & Post-Retirement Benefits;
Training, coaching and professional development opportunities;
Employee tuition assistance for development and education
Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning;
Progressive paid annual vacation plan
Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.
Job SummaryResponsible for developing, planning, implementing and evaluating various departmental and community engagement events and activities.
Purpose and Key Functions
Develop and implement marketing and community engagement strategies to promote existing and new services, activities and events.
Develop, cultivate, and maintain relationships with various groups and stakeholders.
Plan and coordinate a variety of events and activities such as conferences, seminars, meetings and workshops.
Act as first point of contact for events and activities to internal and external partners.
Provide recommendations for future communication strategies and events.
Collaborate with staff to plan and implement events and communication projects.
Provide recommendations on the suitability of space, venues, and set up for various events.
Provide event management advice to others.
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.
Develop and distribute evaluation surveys to various participants and stakeholders.
Review and use survey feedback to assess and improve future events and activities.
Prepare estimates of time and resources required for various events.
Prepare briefing reports after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
Gather, compile and summarize information from a variety of sources and documents and prepare reports for review.
Monitor and reconcile event costs and verify the accuracy of all expenses incurred.
Compile and prepare information to be used for the annual event planning schedule.
Attend events to monitor arrangements and ensure the smooth functioning of all activities.
Receive and respond to issues that arise during events.
Generate a variety of ad-hoc reports and summarize data for review.
Determine the number of volunteers required to staff an event and coordinate how they will be used to operate events.
Liaise with facilities personnel and suppliers of contracted services to ensure that all services agreed to have been provided.
Write and disseminate a variety of materials such as announcements and promotional information in print and electronic formats.
Create and update content on department website.
Respond to inquiries that are specific in nature and require a thorough knowledge of program products and services.
Develop presentations and present information at a variety of events.
Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
Source pricing information and order and maintain an inventory of materials and supplies.
Update, verify, and maintain information in a variety of databases and spreadsheets.
Assemble, copy, collate, and distribute information and packages.
Attend and participate in meetings.
Supervision
Ensure adherence to quality standards and procedures for short-term staff and volunteers.
Provide orientation and show procedures to others.
Requirements
2 year Community College diploma in Event Management, Marketing, or related field.
Requires 3 years of relevant experience.
Assets
Website - experience/familiarity with content management systems (CMS) such as WordPress
E-comms - experience developing e-communications and/or email marketing content using platforms such as Mailchimp or customer relationship management (CRM) platforms.
Design - some graphic design experience in the adobe creative suite and Canva
Hybrid Work LanguageTo ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
Interview ExperienceAt McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to View email address on ca.hrm.tc or the HR contact associated with your position of interest.
AI StatementMcMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.
Employment Equity StatementMcMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.
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