Information for

Conferences, Bookings and Events Coordinator – Contract Position

Date: March 28, 2018    
Reports to: Director of Operations

Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses approximately 175 university students. Grebel is also home to the Kindred Credit Union Centre for Peace Advancement (CPA).

General Scope

Conrad Grebel University College has an active program of conferences through which it serves its supporting constituencies, the University and the local community. It is important that these events be well planned and organized and proceed smoothly in order to ensure success and so they may reflect well on the College. These activities give profile to the College’s academic and residence programs and draws it closer to its supporting constituencies. The summer conference program dovetails significantly with the College’s student recruitment efforts. This position is assigned .714 fte, i.e. 25 hours per week.

Departmental Data

Grebel’s annual summer conference program generates $200,000 in annual revenues. Grebel hosts three formal lectureships with anticipated attendance of 150 persons at each event.

Specific Responsibilities

  1. Coordinate the hosting of conference groups, including:
    1. advance preparations such as negotiating rates and services with conference planners
    2. coordinating room, services, food and equipment bookings
    3. registration activities such as organizing packets and assigning rooms and keys
    4. co-ordination with College staff
    5. liaise with resident students
    6. prepare invoices for conference groups
  2. Coordinate conference and rental marketing initiatives
  3. In conjunction with sponsoring departments, coordinate logistics for campus events such as Grade 11 Peace Day, MCEC Fall Youth Event, Audition Days, School Choral Workshops, IAMS Book Launches, retirement dinners, convocation, etc.
  4. Support Faculty or Administrative initiatives in conference and events planning
  5. Provide administrative and logistical support to the Lectures Committee planning the Eby, Sawatsky and Bechtel lectures.
  6. Receive, confirm and co-ordinate bookings for use of college facilities by internal and external groups
  7. Prepare a weekly calendar of events based on the scheduled bookings
  8. Manage bookings of Grebel’s AV equipment for events
  9. Perform other duties from time to time as assigned by the Director of Operations
  10. Contribute to a hospitable and collegial climate for all members of the College community

Position Requirements

  1. Support for the identity and mission of Conrad Grebel University College.
  2. Familiarity with Conrad Grebel University College’s policies and procedures


  1. A Bachelor degree is preferred


  1. Ability to maintain a steady, positive, and progressive outlook in a busy, changing, and challenging work environment
  2. Excellent interpersonal skills and ability to relate to a broad range of people
  3. Ability to work productively and collegially with the College’s faculty and staff
  4. Demonstrated ability to work effectively on a team
  5. Demonstrated ability to work independently and take initiative
  6. Strong oral and written communication skills
  7. Demonstrated ability to exercise independent judgment, discretion, and confidentiality
  8. Creativity and energy
  9. Excellent organizational skills and attention to detail


  1. Demonstrated ability in a variety of computer programs (i.e. Excel, Access, Word, PowerPoint, Content Management web editing, etc.)

Working Relationships

The incumbent will work closely with:

  • Dean
  • Departmental Administrative Assistants
  • Student Life and Recruitment Coordinator
  • Main Office Staff

Apply with coverletter and resume to:

E. Paul Penner
​Director of Operations
Conrad Grebel University College
140 Westmount Road North
Waterloo, ON N2L 3G6

Application deadline is Wednesday, April 25, 2018.

Download the job description (PDF)