Reporting to the Department Manager and under the supervision of the Executive Director of the National Executive Forum on Public Property (NEFPP), the Program and Events Coordinator is responsible for office administrative and event planning duties for the NEFPP. Administrative duties include communications, record keeping, scheduling, and account administration. Event coordination duties include planning and implementation of logistical arrangements for conferences and other meetings.

The NEFPP is a national networking organization, funded by its members who are primarily senior executives of federal, provincial, territorial, and municipal departments, agencies and Crown corporations.

As the position requires communication with NEFPP members across Canada, the schedule for this position requires the incumbent to work flexible hours including some evenings and weekends. Travel on occasion within Canada will be required.

KEY RESPONSIBILITIES:
• Perform office administrative support duties, including word processing and document formatting, arranging and coordinating all travel and accommodation needs, scheduling appointments, referring calls, inventory monitoring, record keeping, preparing minutes and notes of meetings, purchasing office supplies and equipment, and administering special procedures such as event registrations.
• Planning and coordination of events including logistical planning and onsite coordination. This involves the ability to travel to cities across Canada for approximately 15 days per year for event planning and management for conferences and workshops.
• Develop and execute an administrative plan that will include, but is not limited to, participating in the development of event planning documentation, developing and issuing Requests for Proposals, awarding contracts, inviting speakers upon approval, and making all necessary accommodation arrangements.
• Strategically build and develop relationships with event partners, resolve any problems or challenges that may occur with or at events, and delegate tasks as required.
• Maintain the NEFPP website, including determination of layout and links, loading documents, setting up new user accounts, and tracking site visits.
• Perform bookkeeping/accounting duties including monitoring accounts, reconciling statements, assisting in preparation of budgets and related financial reports, set up purchase orders and contracts and issue payments.
• Respond to inquiries and act as primary contact for the NEFPP. Research or synthesize answers to questions and solve administrative problems within guidelines. Refer complex problems to Executive Director.
• Compile, process and distribute information. Maintain a filing system and ensure information is accurate and current. Disseminate information through the production of publications and reports including formatting and distribution to interested parties.
• Identify the need for casual staff resources, participate on staffing committees, and make effective recommendations regarding employee selection. Plans, prioritizes and manages the work of casual staff, providing strategic and tactical advice, guidance and coaching when required.
• Perform human relations duties, including liaison with other staff, departments, NEFPP member organizations and external agencies.
• Undertakes other duties as assigned.

SPECIAL SKILLS:
• Highly organized office administration skills, including advanced computer skills, especially word processing and spreadsheets. Ability to research and learn new technology and to recommend and implement revisions to administrative procedures in order to improve services and efficiency.
• Experience in designing and running events, including working with a variety of internal and external stakeholders.
• Ability to work independently with minimal supervision and to work flexible hours and in a variety of conditions.
• Ability to maintain accurate financial records, understand budgets, and answer questions related to the financial documents.
• Interpersonal and communication skills, both verbal and written, to clearly and accurately relay information to the NEFPP Executive Director, NEFPP members, university staff, and conference and meeting service providers.
• Analytical and problem-solving skills, to help resolve administrative problems and to maximize efficiency; Innovative and flexible thinking.
• Organizational and time-management skills to manage priorities and deadlines and to coordinate the work of others.
• Knowledge of university structure, procedures, and financial systems including AcQuire. Experience with ERS and PeopleSoft will be considered an asset.
• Ability to speak, understand, and read French would be an asset.
• Experience working with Senior Management would be an asset.

DECISION MAKING:
• Determine effective logistical arrangements for conferences and meetings, in consultation with the Executive Director.
• Set priorities and determine which work requires the most immediate attention. Determine allocation of hours of work in consultation with Executive Director as required.
• Make decisions regarding budget preparation, spending decisions and account administration within approved budgets and processes and determine when consultation with Executive Director is required.
• Determine when new information calls for further action, to take the appropriate action, and to refer problems or sensitive issues to Executive Director.
• Recommend and implement changes to improve office technology and administration procedures.
• Evaluates job candidates and make effective recommendations on suitable casual hires.