Internal Logistics Coordinator

Internal Logistics Coordinator

Contract

Company Description

L'Association Étudiante de l'Université de McGill est présentement en période d'embauches. Avec plus de 20,000 membres, l'AÉUM a pour rôle de représenter les étudiants et de leur offrir des services depuis 1908.

The Student's Society of McGill University (SSMU) is currently hiring. With over 20,000 members, SSMU's role is to represent students and to offer services since 1908.

Job Description

POSITION SUMMARY :

The Internal Logistics Coordinator will work closely with the Vice President (Internal Affairs) to plan and coordinate events as part of the Vice President (Internal Affairs) portfolio, with a focus on inclusivity and accessibility.

The Internal Logistics Coordinator will also provide support to the Students’ Society Programming Network (SSPN) as its vice-chair and assist in managing event budgets, coordinating event logistics, and maintaining accurate records.

RESPONSIBILITIES : Logistics

Logistics

• Work with the Vice President (Internal Affairs) on any other large events that will be held during the year, specifically in planning, logistics coordination and development of event concepts and themes ;
• Develop and maintain event-planning templates (including checklists, timelines, and budgets).
• Identify potential event risks and develop contingency plans to mitigate them in collaboration with VP Internal and relevant support staff;
• Coordinate event setup and teardown efficiently and safely, including managing volunteers and ensuring that all necessary equipment and supplies are available and properly organized;

Finance

Collaborate with the VP (Internal Affairs) to establish budgets for SSPN events following the events policy with the event coordinator sitting on SSPN, and the VP (Finance), and support the VP (internal Affairs) in : Submitting budget to the VP (Finance) 5 business days prior to submitting it to the Executive Committee;

Submitting budget to the executive committee;If the budget exceeds $10,000, also submitting the budget to the board of directorsSubmitting the budget so it can be voted on before expenses are made (the final step of approval should be sought at least 1 month before the event)

• Assist with budget management, expense tracking, record keeping (quotes, invoices, purchase orders, cheque requests, independent contract agreements, other contracts, etc.);
• Assist in the negotiation of contracts with event vendors, including caterers, rental companies, and entertainment providers, etc.;

Compliance

• Attend trainings by the Student Life Operations department on events policies;
• Ensure that all events are executed in compliance with SSMU and University policies and internal regulations, relevant laws and regulations, health and safety codes and accessibility requirements;

SSPN

• Act as vice-chair of the SSPN.
• Assist in the recruitment and training of new members of the SSPN committee, and provide ongoing support and guidance to ensure their success in event planning according to the terms of reference;
• Work with the accessibility commissioner and internal administrator on implementing the inclusivity checklist for SSPN events;
• Work with the VP (Internal Affairs) to implement harm reduction practices in all drinking events in collaboration with the Student Life Operations Department, Anti-Violence Coordinators, and Equity Commissioners;
• Support the VP (Internal Affairs) in organizing training for SSPN on a yearly basis including a harm reduction training;

Collaboration and Reporting

• Work closely with other staff members of the SSMU to ensure that events are planned and executed in a collaborative manner;
• Co-write with the VP (Internal Affairs) and councilors sitting on SSPN a semesterly report to present to the Legislative Council;
• Collaborate with the Communications Department team to develop promotional materials for events, including social media posts, posters, sponsorship sales sheets and email newsletters;
• Be available to provide updates on event planning progress and receive feedback on proposed ideas of the members of the SSMU staff as required;
• Collaborate with SSPN members in writing post event reports;
• Complete and submit an exit report before the end date of the contract : Maintain accurate records and documentation related to event planning and execution, including budgets, contracts, post-event reports and vendor agreements.

OTHER RESPONSIBILITIES AND FUNCTIONS :

To undertake other duties and responsibilities as may be assigned by the Vice President (Internal Affairs) from time to time.

SUPERVISION REQUIRED :

The Internal Logistic Coordinator reports directly to the Vice President (Internal Affairs).

Qualifications

QUALIFICATIONS REQUIRED :

• 1-3 years of experience in event planning, logistics coordination, or related field is required;
• Excellent organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines;
• Strong communication and interpersonal skills, with the ability to work effectively with diverse groups of people, including students, staff, and vendors in English and in French;
• Demonstrated proficiency in budget management and financial administration, including experience with cheque requests and payments;
• Strong attention to detail, with the ability to maintain accurate records and track event logistics effectively;
• Knowledge of the SSMU governance, SSMU mandates and SSMU events and activities.

ASSETS :

• A passion for campus life and student engagement;
• Knowledge and understanding of inclusive event planning practices and the ability to apply them in event planning and coordination;
• Understanding of harm reduction practices and the ability to implement them in event planning and coordination, in collaboration with relevant campus departments and organizations;
• Understanding of Microsoft office suites (Word, Excel, PowerPoint) and G Suite.

Additional Information

• Paid position : $16.91
• Contract dates : Mid-June, 2023 to May 31, 2024
• Application closes June 16, 2023

CONFIDENTIALITY :

It is understood and agreed that all matters to the SSMU and those clubs association or groups forming part of the SSMU are to be kept in the strictest of confidence, and nothing regarding the operations, policies and general activities of the SSMU or its constituent groups shall be divulged to any third party without the express consent of the General Manager and / or the Executive Committee of the SSMU.

At the SSMU, we are committed to fostering an inclusive, accessible environment, where everyone feels valued, respected and supported.

We are dedicated to building a workforce that reflects the diversity of our community. If you require accommodation(s) for the recruitment / interview process, please let us know and we will work with you to meet your needs.