Position: Forum (Conferences) Coordinator
Terms of Employment: Full-Time
Anticipated Start Date: November 7th, 2016
Salary: $29,000-$33,000; with optional of a benefits package
Languages: English (French is an asset)
Education: Post-secondary degree (encouraged), experience will be taken into consideration.
Experience: 3 years of experience in the conference management field managing groups of 200+ delegates preferred. Also experience with working with youth; community outreach; office administration; report writing and inter-departmental communication is required.
Work Conditions and Physical Capabilities: fast paced environment; work under pressure; attention to detail; large workload; multi-disciplinary; and collaborative
Background & Mandate of the Organization
The Canadian Centre for Gender and Sexual Diversity (CCGSD) intersectionally promotes diversity in gender identity, gender expression, and romantic and/or sexual orientation in all its forms on a national level through services in the areas of education, health, and advocacy. Our resources and programming can be used to uplift gender and sexual minorities, as well as give the tools to wider populations in building allyship. For more information, please visit our website at www.ccgsd-ccdgs.org.
The CCGSD strongly believes in equitable practices, and as such, strongly recommend that individuals of gender, ethnic and sexual minorities to apply.
Summary Of Position
The Conferences Manager is responsible for 25-35 regional LGBTQ+ youth conferences, forums and events across Canada, in coordination with local community partners who co-organize day-long conferences with varying levels of involvement. This position involves reaching out to and/or collaborating with communities across Canada that have urgent need of diversity programming and workshops in regions where educators and youth require support, resources, and/or training. These conferences then become a collaboration between local, on the ground organizations with the CCGSD’s national resources, ensuring an event that is both unique to the region and yet up-to-date with the issues that are being faced on a wider scale. These conferences are not just about skill-building on an individual level, but creating sustainable, vibrant networks on a community level. This position is very dynamic and the Conferences Manager will be primarily responsible for programming and event logistics management. In other words, there is a lot of detail involved in the forums, conferences and events we run here at the CCGSD and the Conferences Manager must be motivated and able to multi-task, coordinating multiple conferences at the same time.
Conference Management Responsibilities
- Keeps team up-to-date on the status of all conferences and meetings and stakeholder relationships through spreadsheets and regular reports.
- Reviews incoming mail, messages and e-mails – delegates and resolves issues.
- Plans, monitors and reports on budgets as well as status for each conference on at least a bi-weekly basis.
- Manage community relationships to build bridges between the CCGSD and diverse regions across Canada.
- Assists in standardizing forms and procedures in planning these regional conferences, in consultation with the Director.
- Writes proposals and responds to requests for proposals for funding.
- Prepares timelines and logistics, and monitors these activities throughout the duration of all projects.
- Prepares and maintains the budget and all financial procedures.
- Ensures quality control in all logistics planning of conferences
- Works to organize additional events (logistics and organization)
Has full knowledge of complete duties pertaining to conference management as set out below:
- Manage audio-visual and multi-media needed for conferences.
- Assisting with Conference Sponsorship & Fundraising, and stakeholder relations
- Budget management (tracking, reporting)
- Interpretation and translation services, as needed.
- Marketing, promotion and media relations management
- Logistic planning (ex. registration creation and maintenance, accommodation bookings for conferences travels)
- Contact, organize and confirm speakers and keynotes.
- Opening/Closing/Awards Ceremonies
- Transportation of staff for conferences
- Represents the CCGSD at professional organizations, supplier’s organizations.
Supervisory Responsibilities (Assists in)
- Is responsible for the overall direction, coordination, and evaluation of community co-organizers, volunteers, speakers, presenters… etc.
- Carries out supervisory responsibilities in accordance with CCGSD policies and applicable laws.
- Interviews and trains volunteers and new staff.
In addition, the successful candidate can expect to take on a range of other related duties as necessary, and to participate fully in the meetings and activities in the office.
To perform this job successfully, an individual must be able to perform these duties satisfactorily. The requirements listed below are representative of the knowledge, continuous proactive skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills & Abilities
- Proficiency in French is an asset.
- Ability to write reports, correspondence, procedure manuals and proposals.
- Ability to effectively engage and respond to questions from groups of managers, clients, customers and the general public.
- Ability to apply mathematical concepts to understand financial statements, budgets and cash flow.
- Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
- Knowledge of a variety of software packages and online platforms, which can include Dropbox, Google Drive, Gmail, Google Spreadsheets, Microsoft Word, Microsoft Excel, Evernote, Facebook, Twitter, etc. (training using these programs will be part of the orientation process)
- A willingness to learn new software and programs is a must.
- This position is suited for a self-motivated and driven individual
- A professional person who can confidently work with a variety of people from different cultures and backgrounds.
- Strong knowledge in LGBTQ+ identities and issues is a requirement.
- Diplomacy, tact, and a sense of humour are important to the success of this person.
- A driver’s license would be an asset.
- ASIST training and any support work credentials/experience an asset.
- Anti-oppression training would be an asset.
- Participate in the organization’s social media
Along with a cover letter and resume, please include a list of past conferences/events describing results and detail-oriented nature of the events. Please send cover letter, resume and portfolio of past events to Jeremy Dias, Director, at firstname.lastname@example.org, by Nov 14, 2016. Interviews will take place November 18, 2016. Please reach out to us if you have any questions.
Please note: incomplete applications will not be considered and only successful applicants will be contacted.