Program and Events Coordinator

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

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Job Summary

Reporting to the Hub 1 Manager and under the supervision of the Executive Director of the National Executive Forum on Public Property (NEFPP) the Program and Events Coordinator provides advanced coordination and strategic support for NEFPP programs communications and national events. The role manages a wide range of responsibilities including program administration member communications digital content development financial coordination and the planning and delivery of national conferences and meetings.
NEFPP is a member funded forum that convenes senior public sector leaders involved in public property and infrastructure across Canada along with academic advisors and select private sector experts. We create a trusted environment for peer learning and practical insight with discussions designed to support candid exchange under Chatham House Rules.
NEFPPs programming is anchored by two in person events each year the National Symposium (flagship event) and the Fall Members Working Session complemented by virtual webinars and governance meetings including Quarterly Executive Committee Meetings and the Annual General Meeting.
This role requires flexibility including the ability to work occasional evenings and weekends and approximately 10 days of travel within Canada annually to support and provide on-site coordination for NEFPP events.

Job Description

Program Administrative and Operational Coordination
Oversee day to day program administration including document preparation records management and the coordination of office procedures that support NEFPP operations.
Maintain accurate databases prepare and update program policies and ensure information systems and documentation remain current and accessible.
Serve as the primary point of contact for NEFPP members and external stakeholders responding to inquiries synthesizing information and resolving issues within established guidelines.

Event Planning and Delivery
Lead the planning coordination and execution of national conferences workshops and meetings including multi day events attended by senior public and private sector executives.
Manage all logistical components such as venue selection vendor coordination travel arrangements program scheduling participant communications and onsite event delivery.
Develop event planning documentation prepare and issue Requests for Proposals evaluate submissions and award contracts in consultation with the Executive Director.
Identify opportunities to improve event processes tools and systems and implement enhancements that increase efficiency and elevate the participant experience.

Financial Coordination and Reporting
Manage financial processes for NEFPP operations and events including monitoring accounts reconciling statements preparing budgets and generating financial reports. Oversee accounts payable and receivable expense processing purchase orders contracts and payment issuance to ensure accuracy compliance and timely completion.
Prepare financial reports forecasts and budget summaries that support operational planning and strategic decision making.
Administer purchase orders contracts payment card transactions and related financial documentation ensuring adherence to established policies and financial controls.

Communications and Marketing
Develop organize and implement communication initiatives that promote NEFPP programs and events and enhance organizational visibility.
Prepare email communications website content marketing materials event signage and post event surveys.
Manage and maintain the NEFPP website including content updates layout decisions document uploads user account setup and monitoring of site activity.

Executive and Committee Support
Provide comprehensive support to the Executive Director including coordinating priorities preparing briefing materials drafting correspondence and ensuring timely follow through on strategic and operational initiatives.
Provide planning and coordination support for Executive Committee meetings including agenda preparation briefing materials reports presentations data analyses and planning documents.
Present information updates or reports at Executive Committee meetings as required ensuring clarity accuracy and alignment with organizational goals.
Arrange meeting logistics prepare correspondence and record and distribute minutes.


Stakeholder and Relationship Management
Build and maintain effective working relationships with event partners vendors members and internal and external stakeholders.
Anticipate and resolve issues that arise during planning or event delivery ensuring continuity and high quality outcomes.
Coordinate and guide the work of casual staff volunteers and external contractors including assigning tasks monitoring workflow and providing coaching and direction.

Undertake other activities as delegated to support NEFPP operations and strategic objectives.

REQUIRED QUALIFICATIONS:
Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent combined with required years of related experience.
Typically requires a minimum of five years of relevant experience.
Comprehensive knowledge of Microsoft Office applications (e.g. Excel Word Outlook Sharepoint) required.
Comprehensive knowledge of virtual meeting platforms (e.g. MS Teams) required.
The ability to travel across Canada and work flexible hours.
Demonstrated commitment to promoting diversity equity and inclusion in the workplace.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Strong organizational and administrative capabilities with advanced proficiency in office software word processing spreadsheets and digital tools. Able to research adopt and implement new technologies and recommend improvements to administrative processes to enhance efficiency and service quality.
Demonstrated experience planning and coordinating complex activities and projects including conferences special events multi step travel arrangements budget preparation program coordination and support for senior leadership schedules.
Experience in designing and running events including working with a variety of internal and external stakeholders.
Ability to work independently with minimal supervision exercise sound judgment and adapt to flexible hours and varied working conditions.
Capacity to manage personal workload while providing guidance training and oversight to casual staff students volunteers and contractors. Skilled in maintaining accurate financial records interpreting budgets and responding to financial inquiries.
Strong interpersonal and communication skills both written and verbal to convey information clearly and professionally to the Executive Director NEFPP members university staff and external partners.
Well developed analytical and problem solving skills with the capacity to resolve administrative challenges streamline processes and support continuous improvement.
Effective organizational and time management skills to balance multiple priorities meet deadlines and coordinate the work of others.
Ability to contribute to setting work priorities and supporting team objectives through collaborative planning and coordination.
Knowledge of university structures procedures and financial systems including AcQuire FAST and Exware; familiarity with ERS and PeopleSoft is considered an asset.
Ability to communicate in French (spoken written or comprehension) is considered an asset.
Experience working with senior management and supporting executive level activities is considered an asset.

DECISION MAKING:
Determine effective logistical arrangements for conferences workshops and meetings in consultation with the Executive Director.
Assess competing priorities and determine which tasks require immediate attention adjusting workflow and timelines accordingly. Allocate work hours in consultation with Executive Director as required.
Make decisions regarding budget preparation spending decisions and account administration within approved budgets and processes and determine when consultation with Executive Director is required.
Determine when new information requires follow up action take appropriate steps to address the issue and refer sensitive or complex matters to the Executive Director.
Recommend and implement improvements to administrative financial and event related processes to enhance efficiency accuracy and service quality.
Analyze information draw logical conclusions and provide well reasoned opinions and recommendations to support planning and decision making.
Evaluate job candidates for casual positions and make effective recommendations regarding hiring decisions.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .