Conference Coordinator

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement.

We are one of Canada’s leading comprehensive universities and a Top Employer in Hamilton-Niagara. Brock has been ranked #3 as Canada’s Best Employers and top 10 as one of Canada’s Best Employers for Diversity compiled by Forbes and Statista. We are an inclusive, welcoming community that offers a wide range of unique career opportunities.

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Post End Date:

June 15, 2025 at 11:59 PM

This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)

About the Role:

Reporting to the Manager, Conference Services the Conference Coordinator plans and executes smaller events and conferences (typically under 75 attendees) across Brock University. The incumbent is responsible for managing a portfolio of events, securing new business, coordinating with campus partners, and providing exceptional customer service to ensure event success and client retention. The incumbent also supports the Senior Conference Coordinators and Meeting & Events Coordinator with larger, more complex events.

The Conference Coordinator will:

• Coordinate all aspects of event planning for assigned events, including client communication, logistics coordination, vendor management, and budget tracking;
• Ensure the smooth and efficient execution of events, while adhering to university policies and meeting client expectations;
• Address and resolve conflict and/or client concerns that staff or clients bring forward, ensuring high quality client service;
• Serve as a liaison between clients and on-campus partners (e.g., catering, facilities, AV) to coordinate necessary resources and support for events;
• Provide on-site event support to ensure smooth operations and customer satisfaction;
• Troubleshoot any issues that arise during the event;
• Conduct post-event evaluations to determine how future events could be improved, including surveying clients to determine satisfaction;
• Provide administrative and operational support to the Senior Conference Coordinators and Meeting & Events Coordinator for larger, more complex events;
• Assist with tasks such as contract management, invoicing, and reporting;
• Contribute to the development and improvement of departmental processes and procedures;
• Actively seek out new business opportunities to grow the portfolio of smaller events;
• Develop and maintain relationships with potential and existing clients;
• Enable conference agreement negotiations and contract processes, ensuring the clear documentation of conference requirements and expectations;
• Provide input and participate in the development and implementation of a proactive marketing plan to promote small-scale events and conferences.

Please note: This position may require you to work evenings and weekends based on operational needs.

Key Skills and Experience:

• An Undergraduate degree in a relevant discipline or an equivalent combination of education and experience would be considered;
• Valid G class driver’s license with an acceptable drivers’ abstract;
• Experience in an area such as retail, hospitality, conference and event planning, or customer service experience;
• Strong computer competency, including knowledge of Microsoft Office;
• Effective budgeting and record keeping skills;
• Knowledge of the University environment and related practices;
• Promotes and embodies inclusivity and respect within the workplace and the broader community;
• Effective verbal and written communication skills;
• Exceptional customer service skills and the ability to build plans to exceed customer expectations;
• Ability to generate sales opportunities;
• Flexible and responsive to changing needs in a dynamic and fast-paced environment;
• Demonstrated ability to meet deadlines and propose approaches to improve outcomes;
• Ability to appropriately handle urgent situations in a calm, diplomatic and tactful way;
• Demonstrated project management skills and the proven ability to independently design, implement, manage, lead and execute multiple projects simultaneously.

Preferred or Asset Skills:

• Knowledge of Brock’s facilities, services, contracts, and policies around use of space
• Certified Management Professional (CMP) designation;
• CPR and First Aid certified.

Salary and Total Rewards:

• Job Grade J, Salary Scale ($56,503-$91,627);
• Target Hiring Range: $56,503-$60,000
• This is a permanent position that includes:
• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.
• The final salary is based on experience, internal equity, and budget considerations within the target hiring range.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact [email protected] if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.

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