Program and Events Coordinator | McMaster University · Teeming.ai
McMaster University
The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older…
The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older…
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Job ID
74883
Job Title
Program and Events Coordinator
Regular/Temporary
Temporary
Location
Central Campus
Open Date
03/25/2026
Job Type
Limited Term (>12 months)
Close Date
04/10/2026
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
MacPherson Institute
Full/Part Time
Full-Time
Salary Grade/Band
Grade 7
Salary Range
$25.70 - $39.89 (hourly)
Job Code
JD1495
Existing Vacancy
Yes - Backfilling as Existing
Contract Duration
17.3 Months
Target Number of Openings
1
Hours per Week
35
Posting Details
Schedule
Monday - Friday, 8:30 a.m. to 4:30 p.m.
Education Level
2 year College Diploma in Events, Communications or related field.
Career Level
Requires 3 years of relevant experience.
Job Description
Unit/Project Description:
The Paul R. MacPherson Institute for Leadership, Innovation and Excellence in Teaching is a central unit which supports McMaster University instructors, students, and staff in improving and enriching teaching and learning.
Mandate:
The Paul R. MacPherson Institute for Leadership, Innovation and Excellence in Teaching is a central unit which supports McMaster University instructors, students, and staff in improving and enriching teaching and learning.
Mandate:
The MacPherson Institute partners with, supports, and connects diverse groups of educators by:
Creating and delivering professional development that engages educators throughout their careers in teaching and learning in order to enhance the student learning experience.
Facilitating curriculum development and revision that fosters continuous enhancement and engagement in learning.
Supporting, conducting, and recognizing teaching and learning scholarship that has the capacity to develop, inform, and enhance educational initiatives and student learning.
Encouraging and elevating the pedagogical use of educational technologies and creative solutions to enhance teaching and learning.
Vision:
The MacPherson Institute’s vision is to cultivate an environment where learning deeply matters and teaching is valued and recognized by the collective McMaster community.
Projects & Support:
This position will report to the Manager, Strategic Communications and Marketing and will work closely with the Lead Educational Developer for the Professional Development for Teaching (PDT) mandate area. The PDT team designs and facilitates teaching development opportunities that support McMaster educators at all career stages (TAs, graduate students, postdoctoral fellows, instructors, faculty, and staff) as they strive to enhance their teaching and the McMaster student learning experience. The Program and Events Coordinator will be responsible for supporting the planning, design and execution of workshops, events and programming connected to this mandate area as well as some enrollment coordination and logistical support (i.e. the Certificate of Completion, Certificate of Attendance and other learning opportunities).
Job Summary:
Responsible for planning, supporting, and maintaining the efficient operation of a program division and its related programs, and coordinating all aspects of the program including events, curriculum administration, implementation, promotion, resource and financial management. Working in close collaboration with the Manager as well as internal and external stakeholders, this position is responsible for overseeing the effective planning and implementation of projects, programs and events related to the unit’s mandate.
Purpose and Key Functions:
Supervision:
Ensure adherence to quality standards and procedures for short-term staff and volunteers.
Provide orientation and show procedures to others.
Requirements:
2 year College Diploma in Events, Communications or a related field.
Requires 3 years of relevant experience.
Assets:
Experience working in a university environment
Experience working with Zoom Events or other online event platforms
Knowledge of generative AI and its application in teaching and learning
Knowledge of accessibility best practices, particularly as it relates to supporting accessible and inclusive events and programming considerations
Strong experience working in collaboration with multiple stakeholders
Strong verbal and written communication skills
Additional Information:
Anticipated start date June 2026.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
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.
Hybrid Work Language
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.
Interview Experience
At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.
AI Statement
McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.
Develop, coordinate and implement programs/projects/events taking into consideration the needs of internal and external stakeholders, costs, restrictions/limitations, technologies, equipment and/or platforms needed.
Work collaboratively with internal and external stakeholders to research the required infrastructure (processes, software, contingency plans) for programs/projects/events.
Develop plans for various programs/projects/events to successfully meet milestones/deadlines, ensure stakeholder awareness of tasks and dependencies, completion of action items, and effective communication with senior leadership.
Maintain up-to-date knowledge of various projects within a program area and provide recommendations regarding efficiencies, timing, audiences, resources, costs, and improvements.
Stay up-to-date on new programs, program changes and future program plans.
Organize, coordinate, and assist with educational programs/projects/events such as professional development courses, grant programs, international conferences, retreats, education days and other capacity-building programs.
Act as the first point of contact for faculty, students and staff with regard to inquiries, program policies, program requirements and issues related to programs/projects/events.
Support the development, delivery, evaluation, and review of academic and scholarly programs/projects/events.
Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
Communicate, work collaboratively and build strong working relationships with various internal and external organizations, departments and senior university leaders.
Create budget estimates for programs and events and make adjustments throughout the fiscal year.
Ensure that financial accounts and reports are completed and managed competently and efficiently.
Complete financial forms such as travel expense reports, vouchers and purchase orders.
Contribute to and support the hiring process for casual and contract positions including communicating with candidates, coordinating interview schedules, conducting interviews, evaluating candidates and creating/processing employment contracts.
Handle sensitive material in accordance with established confidentiality policies.
Ensure timely and efficient processing of timesheets and payroll for temporary and casual staff.
Provide functional guidance on an ongoing basis to train and mentor casual, part-time and student support staff.
Facilitate meetings with various individuals including, but not limited to, program stakeholders and senior university leaders.
Gather and compile information to write various documents including, but not limited to, reports, correspondence and minutes.
Update and maintain a variety of records and databases.
Provide front line service to faculty, students and staff, and in consultation with senior staff, set standards for the quality of department services.
On rotational schedule manage the general email inbox to respond to inquiries from instructors, students and staff and redirect inquiries to appropriate program or contact.
Develop and execute small and large scale events (in-person, hybrid and virtual), including but not limited to, registration, venue sourcing, space requirements, arranging catering and other contracted services, preparing programming schedules and agendas, crisis management protocols, setting up and taking down of all events, marketing coordination and the recruitment and training of all volunteers and staff involved.
Research potential venues, availability and required equipment. Coordinate the use of all facilities and meeting spaces and liaise with on-site contacts.
Source pricing information to recommend the best value for money, manage inventory and order event supplies/promotional items. Liaise with suppliers of contracted services to ensure agreed upon services have been provided and the accuracy of billings.
Track actual expenditures and provide proper documentation to substantiate expenses and revenues.
Prepare estimates of time and resources required for various in-person, hybrid and virtual events.
Coordinate scheduling for speakers, guest lecturers and senior leadership for events and programs while resolving scheduling conflicts.
Provide necessary documents/information to international presenters/attendees for travel Visas and other requests.
Provide support and training for internal and external stakeholders on the events platform (as presenters or attendees).
Attend events to monitor arrangements and ensure the smooth functioning of all activities.
Distribute evaluation surveys to participants and volunteers and collect feedback for assessing and improving future events and activities.
Prepare a briefing report after each event which includes reporting event revenues and expenses for discussion with various 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, and event platforms (online/hybrid delivery).
Provide event management and marketing advice to others.
Plan and coordinate a variety of departmental activities and events.
Act as the key contact for large and small scale events to resolve problems or issues that may arise.
Prepare contingency plans in the case of inclement weather conditions and/or respond to other unforeseen event disruptions.
Maintain up-to-date knowledge of studios and tech stations to provide introductory tutorials and equipment troubleshooting for users.
Maintain and coordinate a schedule for front desk reception coverage by casual and part-time staff and act as a backup to greet and direct visitors.
Ensure adherence to quality standards and procedures for short-term staff and volunteers for events and activities.
