ADS Level 5 - Symposium Coordinator - Institute of Island Studies - Faculty of Arts

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Wednesday, August 10, 2016
Date of Posting: 
August 3, 2016
Institute of Island Studies - Faculty of Arts
ADS Level 5 - Symposium Coordinator
Full Time Term Position
Hours of Work: 

37.5 hours per week 

$46,451 to $51,110 per annum, prorated to time and term as per CUPE 1870

August 15, 2016 to October 14, 2016

The Institute of Island Studies seeks a Symposium Coordinator to organize and oversee all management aspects of an international symposium scheduled for Charlottetown, Prince Edward Island, September 20-23, 2016. Working with the Symposium Co-Chairs and planning committee members, the Coordinator will be responsible for all aspects of conference planning, including logistics and communications, and will assist the planning committee on funding applications and final reports to funders.


• Schedule, attend, and take minutes for planning committee meetings, including documenting action items and disseminating them to the committee members
• Book meeting space and organize all catering requirements at conference venue(s) in Charlottetown
• Co-ordinate audiovisual, Webinar, simultaneous translation, and other technical requirements with supplier(s) and venue
• Work with Co-Chairs and planning committee members to co-ordinate logistics (transportation, meals and snacks, AV requirements, room set-ups and tear-downs) for field trip, cultural event, and public symposium
• Work with speakers to book travel and accommodations, including airport pick-ups and drop-offs; special needs (e.g., dietary, AV requirements)
• Assist invitees with travel and accommodation arrangements
• Maintain a working budget documenting all expenses and revenues
• Recruit volunteers and organize schedules; supervising and allocating tasks
• Create publicity materials for public symposium, including news releases, advertisements, and other printed and web material
• Work with planning committee to create all publications materials, including symposium program (for print and web; arranging for French translation); website maintenance; social media (Facebook and Twitter)
• Collect and transcribe (where necessary) all presentations; develop a system for gathering together all 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)
• Other organizational and communications duties as required


• Minimum undergraduate degree
• The ideal candidate will have excellent organizational skills, oral and written communications skills, computer skills (in word processing, spreadsheets, database management, internet literacy, and social media)
• He/she will be self-motivated and have ability to handle diverse tasks, and will work well independently, under supervision, and with committees
• He/she will have the ability to maintain email distribution lists,  schedule appointments and meetings, handle confidential information in a responsible manner, maintain project files, and assist with preparation of various project-related documents and reports (both narrative and financial)
• He/she will have some knowledge of desktop publishing and web publishing programs and familiarly with the media in Prince Edward Island and the Atlantic region
• The ideal candidate will demonstrate a knowledge of and interest in island- and climate-change-related issues such as economic development, resilience, food security, innovation, culture and heritage (the subjects of the conference)
• Previous conference and/or event-planning will be an asset
• Bilingual (French-English) capabilities will be an asset

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 posted on the UPEI Human Resources website (

If you are unable to apply online, you can drop off your resume 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): 


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.
Contact UPEI