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Working Conditions
- Temps plein / Full-Time
- Salaire / Salary: $45,000 - $50,000
- Nombre d'heures par semaine / Hours per week: 35h
Position Summary
The Events Coordinator is responsible for coordinating the administrative, compliance, and operational requirements of events organized by SSMU Clubs, Services, and Executive portfolios, with a primary focus on external events held outside the University Centre. Reporting to the Student Life Operations Director, the incumbent oversees event documentation, contract administration, risk assessments, and approval processes to ensure events are planned and executed in accordance with SSMU policies, University requirements, and applicable legislation.
The Events Coordinator serves as the primary resource for student groups throughout the external event planning process, providing guidance on event procedures, documentation requirements, contracts, risk management, and approvals. The role also supports SSMU Executives and departments by coordinating approval documentation and providing operational support for SSMU-organized events.
In addition, the Events Coordinator is responsible for maintaining and continuously improving the SSMU’s annual event framework, including standardized procedures, templates, guides, forms, timelines, and digital resources. The incumbent leads the ongoing review and organization of event-related resources available through the SSMU’s website and Student Group Hub, ensuring information remains accurate, accessible, and aligned with current policies and operational practices. By maintaining comprehensive event records and resources year over year, the Events Coordinator promotes organizational continuity, operational consistency, and the successful delivery of recurring SSMU events.
Responsibilities
External Event Coordination & Compliance
- Serve as the primary point of contact for student groups planning external events, providing guidance throughout the event planning process.
- Review and process external event submissions, ensuring all required documentation, approvals, contracts, and supporting materials are completed accurately and within required timelines.
- Assess event requirements, including risk considerations, safety measures, insurance requirements, permits, and operational needs, and ensure appropriate follow-up where required.
- Coordinate event insurance requirements by assisting student groups with obtaining required insurance documentation, including certificates of insurance, additional insured certificates, and other supporting materials
- Coordinate with internal departments, McGill University departments, vendors, and stakeholders to support compliant and successful event execution.
- Maintain accurate records of external events, approvals, contracts, and related documentation.
SSMU Event Support & Operational Coordination
- Support SSMU Executives and the Events Department in the planning and execution of SSMU-organized events.
- Provide administrative and organizational support for recurring and large-scale SSMU events:
- Assist with the coordination of required documentation, approvals, and logistical requirements for internal SSMU events.
- Assist with on-site or pre-event coordination for select SSMU events as required.
- Assist with post-event follow-up, including documentation collection, debriefs, and record updates.
Event Framework, Resources & Documentation Management
- Maintain and continuously improve SSMU’s annual event framework, ensuring consistent processes and documentation are maintained year over year.
- Develop, update, and organize event-related templates, forms, guides, procedures, timelines, and internal resources.
- Lead the review and maintenance of event information available through SSMU’s website and Student Group Hub, ensuring resources remain accurate, accessible, organized, and aligned with current policies.
- Maintain centralized event documentation systems and records to support organizational continuity and knowledge transfer.
Student Group Support & Communication
- Provide timely and clear guidance to student groups regarding event procedures, requirements, deadlines, and best practices.
- Respond to inquiries related to event planning, approvals, contracts, and compliance requirements.
- Assist in the creation and delivery of informational materials, workshops, or training resources related to event planning procedures.
- Support student groups in navigating SSMU and University processes to ensure successful event planning and execution.
- Develop communications and informational materials to improve student group understanding of event requirements.
Administrative & Operational Support
- Maintain organized records, tracking systems, and databases related to event submissions, approvals, contracts, and documentation.
- Monitor event timelines and follow up on outstanding requirements to ensure timely completion.
- Identify opportunities to improve event processes, reduce administrative barriers, and enhance the overall event experience.
- Support other operational initiatives and projects within the Student Life Operations portfolio as required.
Other Responsibilities
- Perform additional duties and responsibilities as assigned by the Student Life Operations Director.
- Participate in regular staff meetings, training sessions, and professional development opportunities as required.
- Work closely with the Vice-President (Clubs & Services), Clubs & Services Finance Coordinator, Funding Commissioner, and SSMU Accounting team to support effective coordination of student group operations, funding processes, coordinating McGill Client ID payments, financial documentation, and related administrative requirements.
- Communicate with the Vice-President (Clubs & Services) regarding student groups that may be in violation of SSMU policies, procedures, or internal regulations, and support the implementation of appropriate follow-up actions or sanctions where required.
- Be available to work occasional evenings and weekends to support key SSMU events, programming, and organizational initiatives.
- Adhere to all McGill University campus regulations, SSMU policies, procedures, and operational standards.
Qualifications Required
- Bachelor’s degree or equivalent combination of education and relevant experience in event management, administration, student affairs, hospitality, community engagement, or a related field.
- Entry-level candidates are encouraged to apply. One to two years of experience in event coordination, administrative support, project coordination, or a related role is considered an asset. Experience in higher education, student affairs, non-profit, or community-based environments is preferred.
- Bilingual proficiency in English and French is required, with the ability to communicate effectively with diverse stakeholders in both languages.
- Strong organizational skills with the ability to manage documentation, coordinate timelines, maintain records, and balance multiple priorities.
- Experience supporting event planning processes, including documentation, approvals, contracts, compliance requirements, or risk management is an asset.
- Strong written and verbal communication skills, with the ability to provide guidance and support to students, staff, and external stakeholders.
- Strong attention to detail, problem-solving skills, and the ability to follow through on administrative processes.
- Ability to work independently while collaborating effectively with internal teams and external partners.
- Proficiency with Microsoft Office Suite, Google Workspace, and digital tools such as online forms, document management platforms, and Canva.
- Experience maintaining online resources, developing procedures, templates, guides, or operational documentation is an asset.
- Familiarity with student organizations, university environments, or SSMU/McGill operations is considered an asset.
Working Conditions
- This is a front-facing operational role where in-person availability is a priority to support effective collaboration with student groups, SSMU departments, and operational teams.
- The position requires a 35-hour work week, with a minimum expectation of three days per week working in the office.
- The role operates in a dynamic, fast-paced environment involving event coordination, administrative processes, stakeholder engagement, and operational accountability.
- The incumbent will be provided with a laptop and is expected to use standard office, communication, and event management tools, including Wufoo, Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and Canva.
- Work schedules may vary and may require occasional adjustments to accommodate event timelines, operational deadlines, and periods of increased activity, including occasional evening and weekend support for key SSMU events and initiatives.
Benefits
- Extended health insurance & dental insurance (employer covered)
- 35-hour working week, with flexibility in working hours
- Generous paid time off norms with additional paid time off over the McGill Winter Holiday Period (minimum 2 weeks)
- 10 sick/personal days per year
- 6% RRSP matching after 6 months
- Summer Fridays (reduced working week by 7 hours) from the first Friday of June to the 3rd Friday of August
- Education reimbursement ($1000 per year)
- Fitness Benefit ($600 per year)
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Flexible schedule
- RRSP match
- Tuition reimbursement
Work Location: In person
