L'Association Étudiante de l'Université de McGill est présentement en période d'embauches. Avec plus de 20,000 membres, l'AÉUM a pour rôle de représenter les étudiants et de leur offrir des services depuis 1908.

The Student's Society of McGill University (SSMU) is currently hiring. With over 20,000 members, SSMU's role is to represent students and to offer services since 1908.

Reporting to the Operations Director, the Operation and Events Coordinator is responsible for coordinating internal and events organized in the SSMU building by, but not limited to, SSMU clubs, SSMU services, independent student groups, and Faculty Associations. The Events Coordinator is responsible for supervising tasks related to Operations and its staff, scheduling and reservation of Mini-Courses while juggling other duties such as assisting with promotions and event planning. The Operations and Events Coordinator also may have to complete required paperwork every week and act as the liaison between the SSMU administrators and the students.

RESPONSIBILITIES:

EVENTS ORGANIZATION DUTIES:

1. Receive, complete and approve room-booking requests and reservations. Meet with student groups and external organizers in a timely manner regarding their bookings; Refer organizers to the Green Events Coordinator for sustainable practices.
2. Answer inquiries from clients regarding room-bookings, event feasibility, room availabilities, costs and equipment provided.
3. Receive and approve Special Events Requests. Meet with student groups and external organizers in a timely manner regarding their bookings when applicable.
4. Coordinate service requests with the departments involved, such as Gerts, Mini-Courses, Sponsorship, Security, IT, Porters, or any other SSMU services required; 
5. Communicate with the Operations Director for the prioritization of events and to resolve conflicts as needed, as well as Vice-President (Student Life) when necessary;
6. Recommend solutions in case of scheduling conflicts and accommodate client’s requests to the best of your abilities;
7. Advise all groups holding events on the services the SSMU provides, such as AV Equipment, Furniture, Catering via the Alcohol Service, and any other SSMU services that may develop;
8. Allocate the space for the student groups and double-check building hours to properly co-ordinate events. Check for holidays, building closures, pre-existing events, and anything inhibiting access to the building; 
9. Create contracts for events held in the building including all estimated costs, such as costs of rooms, cleaning costs, alcohol order, security costs, and any other additional costs that may occur; 
10. Create contracts for Sponsorship as needed by the Events Sponsorship Coordinator;
11. Assist in administration related to alcohol for groups hosting events involving alcohol in accordance with SSMU’s policy and gaming law; 
12. Issue and advise students concerning alcohol permits (Avis de réception);
13. Follow-up with clients regarding satisfaction of service and space;
14. Book dates for the following year’s annually recurring external events;
15. Resolve any issues that occur during events as needed; 
16. Supervise events;
17. Ensure that departments are adequately stocked at all times and submit stock orders for the bar to the Operations Director;
18. Report any deficiencies to the Operations Director;
19. In collaboration with the Operations Director, coordinate and assist in the marketing and promotion of events;
20. Perform shift change duties when required;
21. Respect and follow building regulations and SSMU Internal Regulations;
22. Prepare Mini-Course independent worker contracts; 
23. Prepare and organize Google Drives for support operations; 

INTERDEPARTMENTAL COMMUNICATION DUTIES:

1. Consult the Operations Director for alcohol and capacity questions, if necessary;
2. Prepare contract information for Operations Director and supporting Departments to be sent to accounting for billing purposes; 
3. Administrate deposits related to rentals in collaboration with the accounting department;
4. Refer events marketing and advertising requests to the Communication and Publication Manager;
5. Refer campus and outdoor events inquiries to McGill;
6. Coordinate events catering and alcohol service with Operations Department; 
7. Consult with the Communications Department when needed; 

EQUIPMENT ADMINISTRATION DUTIES:

1. Administrate the Equipment Rental Procedure from request to Porter’s report;  
2. For a high level of customer service, ensure that Porters work in compliance with the equipment rental procedure. Report any issues to the Operations Director.
3. Report malfunctioning of equipment that needs to be invoiced to groups, requesting an estimate of repairs or replacement to the Operations Director; 
4. Send documentation to accounting for groups to be invoiced on damaged or lost equipment after a damage or loss has been caused by a group following an event; 
5. Answer requests in cases of exception with equipment for an event; 
6. Answer setup questions & inquiries regarding equipment.
7. Maintain & update the Equipment Rental Form.

WORKING CONDITIONS:

1. Occasional attendance to evening and weekend events to provide assistance. Some overtime hours may be required for certain events.
2. High-pressure work environment from both an operational and political perspective.
3. Equipment used:  computer, Microsoft Environment (Word, Excel, PowerPoint), Google Documents, SSMU’s Online Room Booking System (EMS), 

1. Education: College degree in Business Administration or any other field related.
2. Experience: six (6) months to one (1) year of experience in event coordination or in administrative duties.
3. Good knowledge of the McGill community and the Student’s Society.
4. Initiative, problem-solving skills, customer service skills, a high degree of organization skills.
5. Proficient with GSuite, Google Drive, Excel, and EMS Software 
6. Excellent communication skills both in English and French.
7. Ability to work in constant contact with people.
8. Ability to work in a team.
9. High level of patience and diplomacy.
10. Attention to detail.
11. Flexible working hours

• Full time permanent position
• Amazing benefits package

Deadline to apply is: October 11, 2019;

SSMU's equity statement:

At the SSMU, we are committed to fostering an inclusive, accessible environment, where everyone feels valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of our community. If you require accommodation(s) for the recruitment/interview process, please let us know and we will work with you to meet your needs.