City : Hamilton

Category : Full-Time Support

Industry : Education

Employer : Mohawk College

Status:  Temporary Part Time (May 2023 – September 2023)

Hours:  Up to 24 hours/week

Home Campus: Fennell

Pay Band:  09B

Pay Rate: $20.56

Posting Date:  May 8th, 2023

Closing Date:  May 15th, 2023 at 7:00pm EST

We support and encourage the contributions of our diverse employees.  Supported by our strategic plan we are committed to nurturing an equitable, diverse and inclusive environment for everyone who learns and works at Mohawk. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce.  As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Conference Services Coordinator

The Conference Services Coordinator is responsible for providing administrative support to the Manager, Conference & Theatre Services as well as general support to the Conference Services department including support for Mohawk Summer Camp, Facility Room Bookings, on campus Filming, and Conferences.

RESPONSIBILITIES:

Duties may include, but are not limited to: 

Assists conference bookings by:

•  Providing assistance in the delivery of revenue generation events related to conferences.
•  Provide onsite assistance at events/filming as required (evenings and weekends may be required).
•  Ensure contracts are signed, deposits are paid and insurance certificates are received before client is onsite.
•  Liaise between client and College regarding all details related to their event/booking.
•  Update rental contracts as needed.
•  Prepare monthly invoices for bookings.
•  Ensure the appropriate internal College departments are aware of bookings (ie. Security, Housekeeping, Facilities).
•  Answer calls from the general public about Mohawk Summer Camps.
•  Process in-person walk-in registrations for Mohawk Summer Camps.
•  Process Camp registrations and refunds when necessary.
•  Manage the departments general email accounts – Conference Services & Camp and respond appropriately.
•  Preparing PT contracts for Mohawk Summer Camps.
•  Promote Mohawk Summer Camps via social media, online directories, and other mediums.
•  Keep Mohawk Summer Camps website current and up to date.

Provides key administrative support & financial management to Conference Services department by:

•  Answering general inquiries from the public regarding events.
•  Answering client/students questions.
•  Providing office assistance including word processing, general correspondence, photocopying, filing, answering telephone and financial administration.
•  Preparing part-time staffing contracts.
•  Managing the proper usage of the department’s special event calendar.
•  Maintaining office supplies.
•  Making arrangements for meetings including room bookings and catering needs.
•  Handling all mail and taking appropriate action when necessary.
•  Posting of signs and way-finding material throughout College for events when necessary.
•  Creating purchase requisitions, applying Purchase Order number to Invoices, obtaining appropriate signature(s) and sending to the Accounting Department for payment.
•  Preparing expenditure transfers as required.
•  Ensuring expenses are charged to the correct FOAPAL.
•  Tracking expenses against the budget.
•  Assisting with budget preparation and year-end reports (including deferral/receivable reports).
•  Manage the e-Register registration database including collecting and organizing participant information, processing and tracking payments.
•  Preparing monthly journals from the e-Register financial reports.
•  Responding to refund requests based on principles and past practice.
•  Responsible for department’s cash management and cash reconciliation.
•  Make departmental deposits.
•  Responsible for the monthly reconciliation of department Purchasing Cardholders statements.

On Campus Filming

•  Answer general inquiries regarding on campus filming and provide pricing when necessary.
•  Determine appropriate space based on clients requirements and room availability.
•  Reserve classroom and meeting space through the Enterprise Scheduling software.
•  Prepare contracts and distribute to clients for signing.
•  Ensure contracts are signed, deposits are paid and insurance certificates are received before client is onsite.
•  Prepare invoices as necessary.
•  Ensure the appropriate internal College departments are aware of bookings (ie. Security, Housekeeping, Facilities, Parking).

Other duties as assigned

• ·   Undertakes related special projects or assignments at the request of the Manager, Conference & Theatre Services.

QUALIFICATIONS:

The successful applicant will have:

•  A minimum of two year-post secondary education in General Business, Office Administration, or related field; or equivalent combination of education and experience.
•  A minimum of two years of experience in a similar capacity and setting.
•  Experience in event planning, hospitality, post-secondary institution, summer camps.
•  Demonstrated commitment to understanding human rights, equity, diversity, and inclusion to communicate and work effectively inter-culturally with diverse groups of clients, employees, and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, S2LGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/