Senior Coordinator, Event Management; Sports and Recreation

Position Purpose

Responsible for the planning and organization of events for the sector. Plan and deliver, from conception to post‑mortem, events for students, employees and the surrounding community at, or related to, Gee‑Gee teams. These events are a major contributor to the student experience on campus, both for the general student population and student‑athletes on our various teams. These events also garner a lot of attention at the local, provincial, national and international level, elevating the reputation of the institution and is a significant source of revenue generation for the service.

• Plan events for the portfolio (assigned by Supervisor) and special events in collaboration with other sectors within the service and other departments within the university and occasionally external partners.
• Ensure an excellent fan and student experience at the core of all decision‑making.
• Engage in open dialogue with teams and coaches regarding their needs and wants for events.
• Develop action plans and coordinate all elements to ensure a successful event.
• Manage and establish a budget for events, including providing quotes (staffing, equipment, fees) and tracking expenses.
• Continuously reassess current practices and opportunities to increase revenue generation.
• Manage all logistical components of events in the portfolio, including contract negotiations, bookings, facility needs, registrations and ticket purchases, set‑up and tear‑down, webcasting, food and beverage, merchandise, etc.
• Outline every element of each event and assign tasks, timelines, and deadlines for each component of the plan.
• Attend events in the portfolio as lead decision‑maker and main point of contact for guests and other stakeholders.
• Respond to urgent requests and those requiring special attention in a fast‑paced, high‑visibility environment.
• Oversee a large number of staff throughout the event.
• Participate in the hiring and training process for new casual staff and ongoing professional development of all casual staff.
• Seek out feedback on events from all stakeholders, conduct reviews, and bring forth recommendations for future events.
• Establish and maintain campus and community relations to facilitate the hosting of events in our facilities, on‑campus and within the community.
• Actively participate in annual planning sessions for the sector.
• Bring forth ideas and best practices in the industry to enhance the quality of our events.
• Learn and operate key I.T. systems required in the preparation for, and hosting of, events (webcasting technology, ticketing software, Point of Sale terminals, and more).
• Oversee and manage special projects, as assigned by the supervisor.

• Advanced knowledge of sport or event management principles normally acquired through post‑secondary studies in a related discipline or an equivalent combination of education and work experience.
• At least 2 years of experience working in the field of sport and recreation (event hosting is considered an asset).
• Bilingualism in French and English (spoken and written); candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language.
• Experience problem‑solving in high‑stress, fast‑paced environments.
• Experience in the supervision and management of casual employees.
• Strong interpersonal skills, diplomacy, and tact.
• Ability to produce high‑quality work under pressure while meeting strict deadlines.
• Advanced organizational skills; ability to manage multiple tasks simultaneously.
• Ability to work as part of a team.
• Strong sense of autonomy and self‑motivation.
• Familiarity with OUA/RSEQ/U SPORTS event hosting requirements is an asset.
• Familiarity with Microsoft suite and other event planning software and event‑related technology (ticket scanners, POS machines, etc.).
• Ability to work predominantly non‑traditional hours during peak periods of the competitive season (August to April).

• Planning:
  Organize in time a series of actions or events to realize an objective or project.
• Initiative:
  Demonstrate creativity and initiative to suggest improvements and encourage…