Specialist, Events and Communication - Physics and Astronomy - Part Time

Unit/Project Description:

On April 8, 2024, the city of Hamilton will experience a total solar eclipse. The Department of Physics and Astronomy will be facilitating several Events and activities leading up to the solar eclipse. The successful candidate will be responsible for planning, coordinating, and executing various tasks and activities related to the lead up to eclipse day.

Job Summary:

Responsible for all aspects of developing, implementing and evaluating an event/program experience and Communication plan to support the success of the event/program. Works in close collaboration with the event/program manager as well as internal and external stakeholders. This position is responsible for large- scale Events and stakeholder involvement.

Purpose and Key Functions:

• Develop, coordinate and implement a strategy and work plan for the successful delivery of an event/program and related communication plan.
• Work collaboratively with the marketing and design team to strategically develop and research the required infrastructure for events such as equipment, room rentals, software solutions, contingency plans etc.
• Develop and execute event logistics plans including (but not limited to) registration, venues, space, crisis management protocol, set up and take down of all events, marketing coordination and the recruitment and training of all volunteers and staff involved.
• Prepare and present a final written comprehensive report (debriefing) addressing event logistics, event experience outcomes and recommendations for future events.
• Develop and implement an effective communication plan to maximize event participation and ensure communication is maintained during events.
• Compile and disseminate sponsorship packages. Research appropriate strategies and cultivate relationships targeted to raising sponsorship.
• Develop presentations and present information at a number of forums including sponsorship proposals to prospective donors, student events, information fairs, information sessions etc.
• Complete needs assessment to ensure the needs of all stakeholders are being addressed in an efficient and effective manner.
• Responsible for the recruitment, interviewing, selection, training and scheduling of a large number of volunteers and casual/temporary event staff to execute event.
• Research potential venues, availability and required equipment. Coordinate the use of all facilities and meeting spaces.
• Source pricing information to recommend best value for money, manage inventory and order supplies.
• Liaise with all suppliers of contracted services to ensure agreed upon services have been provided and accuracy of billings.
• Act autonomously and independently in making all necessary related decisions to ensuring the successful execution of events.
• Act at the key contact in a large scale event to resolve problems or issues that may arise
• Develop, cultivate and maintain good relationships with stakeholders including students, internal departments, partners and external stakeholders.
• Maintain all related documentation in regards to the events to ensure an audit trail and business continuity.
• Remain current in the area of event management, related social media and Communication strategies.
• Act as the first responder in the case of student crisis situations. Ensure proper protocols are followed and Communication to managers and university officials is completed.
• Prepare contingency plans in the case of inclement weather conditions and/or respond to other unforeseen event disruptions.
• Track actual expenditures and provide proper documentation to substantiate expenses and revenues.

Supervision:

• Ongoing responsibility for supervising 1-9 casual employees.

Requirements:

• Bachelor’s Degree in marketing, Communications or a related field.
• Completed or working towards Events Management Certificate.
• Requires a minimum of 3 years related experience

Assets:

• Familiarity with Astronomy
• Experience in an academic environment
• Experience with media relations an asset

To apply for this job, please submit your application online.

McMaster 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:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

To 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.