Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A

Job Title

Event Coordinator

Department

Research Support Digital Emergency Medicine / Department of Emergency Medicine / Faculty of Medicine

Compensation Range

$5,209.17 - $7,485.33 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

April 25, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Apr 28, 2025

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Organizational Status

The vision of the UBC Department of Emergency Medicine is to be a provincially integrated Department committed to clinical and academic leadership in the creation and exchange of knowledge to promote excellence in emergency care. Our 600+ faculty members across the province have had an impressive record of research and discovery. Our research and innovation initiatives include 14 successful programs related to prevention of emergencies, improving clinical care, and system improvements.

The Digital Emergency Medicine research program, led by Dr. Kendall Ho, conducts research on the use of digital technologies to improve healthcare delivery and raising digital health literacy. Digital Emergency Medicine carries out research, community engagement, and educational activities to explore how modern information and communication technologies (e.g. mobile and web-based applications, etc.) can improve health care.

This position reports to the Manager, Program Administration & Technology for administration purposes, and reports to the iCON (interCultural Online Network) Program Manager for work purposes. The position works closely with research team members, faculty, project managers, and other personnel associated with specific projects. The incumbent may interact with community organizations, health professionals, clinical groups, patients and community members, government representatives, multicultural community partners, and other stakeholder groups.

Work Performed

Conceptualizes and creates core special events, develops event plans, and carries out all arrangements around preparing for and managing successful events occurring simultaneously.

Researches and analyzes user needs and advises on all aspects of event management; documents recommendation, posts event data analysis, and disseminates results to management.

Develops, recommends, and implements policies and procedures affecting event planning and administration of the various events.

Manages venue options and feasibility of locations and negotiates all event-related venue/catering/multimedia contracts.

Works with the Communications Coordinator in the design and development of web sites, brochures, programs, electronic media, sponsor, and advertising materials for events.

Negotiates costs of event venues and services; makes travel arrangements, books speakers, videographers, etc. and organizes the production of handouts, programs and agendas for events.

Manages virtual conferences including registration, coordinating multiple speakers, simultaneous interpretation, virtual exhibitors, recordings and post event reporting.

Facilitates the participation of senior business and academic speakers in DigEM events, organizes recruiting efforts, and liaises and coordinates with volunteers, presenters, speakers, and committee members.

Collaborates with Communications Coordinator in creating an overall coordinated communications plan.

Develops and updates a detailed database of contacts (provincial, national and international).

Sets up booths and displays, disseminates reports, brochures, etc., and maintains digital files from DigEM presentations.

Oversees budget, prepares invoices, and liaises with the Program Manager, DigEM administrator, and university finance departments as needed.

Acts as the DigEM representative on various committees as needed.

Performs other duties as required.

Consequence of Error/Judgement

Judgement and tact are required when communicating with others outside of the department, as well as when coordinating projects within the department. All communications outside of DigEM is representative of the department, and should be conducted in a professional and formal manner. Inappropriate judgment could potentially damage the reputation of DigEM, and could possibly have a negative impact on future partnerships. Inappropriate or poor messaging in communications content or delivery could have implications for funding and recruitment.

Supervision Received

Works under direction within established guidelines but is expected to resolve problems using initiative and judgment.

Supervision Given

Assigns tasks to project team members, students, assistants, and volunteers as required.

Minimum Qualifications

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum two years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one's own
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Education: Undergraduate degree in a relevant discipline preferred.

Experience: Experience in managing healthcare related events and conferences, particularly for mutli-cultural and ethnic communities, plus for healthcare professionals.

Knowledge, Skills, & Abilities:

• Ability to communicate effectively verbally and in writing.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to work effectively independently and in a team environment.
• Ability to exercise sound judgment.
• Ability to effectively manage multiple tasks and priorities.
• Ability to prioritize time-critical event tasks, liaise with vendors/ venue providers, attendees and the media.
• Ability to exercise tact and discretion.
• Demonstrated ability to exercise diplomacy.
• Ability to work with various levels of senior administration and university personnel.
• Ability to work on weekends or outside of regular work hours on occasion to carry out the duties of position.