Conference Co-ordinator - Institute of Island Studies

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Monday, June 15, 2015
Date of Posting: 
June 5, 2015
Institute of Island Studies
Conference Co-ordinator
Full-Time Term Position
Hours of Work: 

37.5 hours per week

$25 per hour, vacation pay included (Grant Funded, Off Scale) prorated to time and term as per CUPE 1870

June 2015- September 26, 2015 (Term may be reduced or extended depending on performance, available funding and departmental requirements.)

The Institute of Island Studies seeks a Conference Co-ordinator to organize and oversee all management aspects of an international conference scheduled for Summerside, Prince Edward Island, in September 2015. Working with the Conference Chair and Steering Committee members, the Co-ordinator will be responsible for all aspects of conference planning, including logistics and communications, and will assist the Steering Committee on funding applications and final reports to funders.


• Schedule, attend, and take minutes for steering and program committee meetings, including
• Documenting action items and disseminating them to the committee members
• Book space and organize all catering requirements at various conference venues in Summerside and Charlottetown
• Work with field trip and cultural committee members as well as local community groups to co-ordinate
• Logistics for four field trips, two cultural events, one public event, and one community tour, meals, and snacks;
• Co-ordinate delegate bus transportation (airport shuttle service from Charlottetown to Summerside, four field trips, return to Charlottetown)
• Work with UPEI Conference Services and Accounting Office to process registrations (EventBrite)
• Maintain a working budget documenting all expenses and revenues
• Correspond with delegates about travel schedules; special needs (e.g., dietary, travel and accommodations, AV requirements)
• Recruit volunteers and organize schedules; supervising and allocating tasks
• Create conference publicity materials, including news releases, advertisements, and other printed and web material
• Work with Summer Student to create all publications materials, including conference program (for print and web) from paper, workshop, and panel submissions; website maintenance; social media (Facebook and Twitter); developing a system for collecting paper submissions for conference proceedings and preparing them for peer review; creating a proceedings style guide (e.g, for consistent language and punctuation, image handling, permissions, citations)
• Assist with preparation of various project-related documents and reports (both narrative and financial
• Other organizational and communications duties as required


• Minimum of an undergraduate degree
• Previous conference and/or event-planning will be an asset, as would bilingual (French-English) capabilities
• Strong organizational skills, oral and written communications skills,
• Experience with social media (Twitter, Facebook)
• Strong computer skills including, (word processing, spreadsheets, database management, internet literacy, email distribution list)
• Experience scheduling appointments and meetings
• Experience working with confidential information
• Ability to maintain project files
• Experience working with desktop publishing and web publishing programs and familiarly with the media in Prince Edward Island and the Atlantic region
• Ability to demonstrate a knowledge of and interest in island-related issues such as economic development, resilience, identity, and governance (the subjects of the conference)

Application Instructions: 

Please submit electronically a cover letter, quoting the competition number, a resume and reference list, to be received no later than the closing date, via the link below. You can also apply in person to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.

In accordance with Canadian immigration requirements, all qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

The University of Prince Edward Island is committed to gender equity in employment. Only those applicants who are invited to an interview will be acknowledged.

Successful Candidate(s): 

E. Thomas

UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.
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