Campus Events Manager

**The MSU offers their full time contract employees a range of benefits, including company paid benefits, 3 weeks of paid vacation, 2 weeks of personal days, paid time off at year end, cell phone allowance, an RRSP matching program, tuition and gym reimbursement and more. 

-Eligible for CPI increases every January 1 and step increases every May 1 as per policy

-there is eligibility to work from home up to a max of 40% of the work week, however, this is based on business needs and is subject to change.

**this position does require irregular work hours from time to time for events, which can include evenings and weekends.

Posting closes: Wednesday, March 11, at 11:59pm. 

Overview of the MSU 

The MSU represents full-time undergraduate students at McMaster University.  The MSU purpose is to draw into a true society all students at McMaster University. In pursuit of this, it will foster activities and events which will enhance the University experience of its members and contribute to the life of the University as a whole. Further, it will seek to facilitate communication between the student body, the University and other organizations and will organize and regulate student self-government. 

With a variety of quality programming throughout the school year that is both engaging and inclusive. We believe in the student life outside of the classroom, whether on campus or at home, and we are a passionate team that works hard to make sure your entire McMaster experience is a positive one. 

Campus Events Manager

Under the supervision of the Student Life Director, the Campus Events Manager primarily oversees the coordination of all activities related to the planning and implementation of MSU events including but not limited to; concerts, speakers, campus wide fairs, and student driven events. .  In addition, the role is responsible for TwelvEighty and Hub programming in conjunction with their respective management teams in order to highlight MSU run facilities and businesses. On behalf of the MSU, the Events Manager is integral in the overall organization and implementation of McMaster Welcome week as co-chair of the Orientation Committee. 

Qualifications

• Related college diploma


• 5 years of related experience


• 3 years of supervisory experience

KEY RESPONSIBILITIES 

1. EVENT COORDINATION FUNCTION 

Event Management 

• Lead steering committees for annual events. 


• Coordinate and execute MSU events, including events  during Welcome Week, Homecoming, the Holiday Market and Light Up The Night, and Battle of the Bands..  Coordination will include negotiating for and booking acts, ordering promotional materials, arranging for staff, delegating tasks, creating and distributing schedules, ordering and planning for the sale of tickets and servicing any other requirements for the events.
  


• Work with the Hub management team to plan events that highlight the use of the space.   


• Develop risk management plans which follow City of Hamilton regulations and McMaster and MSU policies.  


• Liaise with the City of Hamilton and insurance providers to acquire all necessary permits and documentation.


• Maintain good relations with McMaster stakeholders, ensuring the continued positive collaboration of MSU events on campus.  


• Research, identify and then coordinate diverse forms of programming for the campus which may include bands, comedians, speakers, seminars/workshops, cultural events, and temporary vendor shows. 


• Assist other campus groups (clubs, faculty societies, committees, etc.) with programming needs. 


• Work with MSU Food & Beverage department and/or McMaster hospitality for  special events, including; dates, budgets and types of acts required, ticket sales, promotion, production, contract negotiation, payment and rider needs.  

b) Audio Visual & Technical Services 

• In conjunction with the AVTEK Production Manager, oversee audio, video, and lighting requirements for Campus Events programming productions in TwelvEighty Restaurant, The Hub and McMaster Campus. 


• In conjunction with the AVTEK Production Manager, oversee the communication of plans to appropriate bodies, distribute schedules, stage manage, ensure proper risk management plans are in place, crowd control management plans are in place, and effectively communicate to attendees regarding potentially unfavorable sound or lighting may take place.


• Ensure all venue plans are fully accessible and follow fire code regulations.  

c) Other 

• Coordinate activities for MSU internal events when time or needs permit. This may include; staff events and development, celebrations, Student Recognition Night and the annual MSU charity golf tournament. 


• Develop and provide sponsorship opportunities for events planned to the  Communications and Advertising Director. 

2. SUPERVISORY FUNCTION 

• In conjunction with the Student Life Director, hire, train, manage, and discipline the Campus Events staff in accordance with MSU policy; provide annual performance reviews 


• In conjunction with the  Production Manager, hire, manage, an any shared staff. 


• Train and supervise staff in event set-up and on how to assemble and disassemble various equipment in order to maintain a safe, efficient working environment  


• In conjunction the CMPE Technical Manager, oversee payroll and scheduling for all hourly and part-time staff 


• In conjunction with the AVTEK Production Manager oversee all payables and receivables for Campus Events.  


• Oversee, document and follow up with all workplace accident and incident reports.  


• Mitigate risk and liabilities by ensuring safe working practices and risk management plans are in place and adhered to. 


• In conjunction with the McMaster representative Co-Chair on the Orientation Committee, hire manage, and direct to three contracted Orientation Committee Planners.  


• Delegate responsibility for certain events, as appropriate.   

3. ADMINISTRATIVE FUNCTION

• Develop and prepare the annual capital and operating budget in conjunction with the CMPE Technical Manager to submit to the Student Life Director. 


• In Conjunction with the AVTEK Production Manager, administer the budget according to limits set by the SRA.  Authorize all payments and submit all bills and deposits to the Accounting Department in a timely manner. 


• Review statements and the general ledger listing for the Campus Events Department monthly and report any discrepancies to the Accounting Department immediately. 


• In conjunction with the  AVTEK Production Manager, prepare an annual Year Plan outlining goals and objectives for the upcoming year.  


• Attend and prepare for regular departmental meetings with the Student Life Director. 

Working Conditions 

• Must be able to cope with the multiple demands of the position.  


• Work is often required during weekends and evenings. 


• Disagreeable conditions such as smoke, loud music, flashing lights and outdoor conditions present for some aspects of the job. 

Knowledge Skills and Abilities  

• Interpersonal skills required to interact effectively with a variety of different individuals including colleagues, staff, agents, entertainers and students.  


• Supervisory skills required to direct, train and encourage employees to work effectively. 


• Thorough knowledge of all aspects of production equipment required to facilitate various forms of entertainment requirements. 


• Negotiation skills required to ensure cost effectiveness for the MSU. 


• Knowledge of the local and national music / entertainment scene is essential. 


• Must be familiar with LLA regulations, Department of Health requirements, McMaster University policies and MSU Policies and Procedures. 


• Must have knowledge of basic accounting, bookkeeping and financial analysis. 


• Oral and written communication skills are essential for reporting and negotiating. 


• Ability to lift in excess of 30lbs.  

Equipment 

• Stage lighting, P.A. systems, sound boards, staging equipment, personal computer, photocopier, telephone