Queen’s University Kingston, ON, Canada
Nov 15, 2018Full time
Program and Event Coordinator Competition Number: J1018-0962 Position Title: Program and Event Coordinator Employee Group: Support Staff - USW Local 2010 Job Category: Administrative Department or Area: Continuing Med Ed Location: Kingston, Ontario, Canada Salary: $52,189.00/Year Grade: 07 Hours per Week: 35 Job Type: Permanent (Continuing) Shift: 7 Monday - Friday Number Of Positions: 1 Date Posted: November 13, 2018 Closing Date: November 27, 2018 About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more. We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society. Come work with us! Job Summary The Office of Professional Development and Educational Scholarship (OPDES) offers a variety of academic services to meet the educational and research needs of the Faculty of Health Sciences. Services include individual, departmental, faculty-wide and institutional consultations on all aspects of the educational process at the Faculty level, as well as provide support and leadership with curriculum and course design, assessment strategies, program evaluation, research on teaching and learning, and accreditation. The Office provides support for those wishing to develop their teaching dossiers and support faculty in the Promotion/Tenure/Renewal process. The Office will also be engaged in event planning for the Faculty of Health Sciences. Reporting to the Office Manager, the Program and Event Coordinator is responsible for the coordination and planning of all Office of Professional Development and Educational Scholarship (OPDES) programs and events. The incumbent’s responsibilities include program and event consultation with facilitators to ensure successful delivery of workshops and conferences; management of special projects; collection and analyses of data for OPDES research studies and ongoing development and maintenance of the OPDES website. The schedule for this position may occasionally require the incumbent to work flexible hours, including evenings and weekends, to accommodate events. Job Description KEY RESPONSIBILITIES: OPDES Event Management: • Coordinates and oversees workshops, conferences, and special events with a strong customer-focused mindset. • Provides professional guidance to event clients ensuring the use of best practices and following accreditation and ethical standards in program planning. • Develop and prepare communication and promotional materials for both internal and external audiences. • Oversees all logistical arrangements for events and effectively communicate with key stakeholders and departments to ensure the seamless delivery of programs and services. • Oversees events on and off-site including registration, speaker liaison and venue contact. • Assists in overseeing event budgets, timelines and other aspects of the event project ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction. • Develops and implements measure, metrics and other evaluation tools to pursue continuous improvement based on client feedback and program performance. • Delegate work to staff and student employees involved in event support and provide instruction and oversight as required. OPDES Program Support: • Conducts research, compiles statistics, prepares correspondence, and provides general administrative support to maximize the efficiency and effectiveness of the unit. • Develops and maintains the Office’s website ensuring information is current, dynamic and accessible. • Coordinates data collection for OPDES research studies and manages databases. Analyzes data, prepares correspondence, and reports on OPDES programs, events and services. • Assists with preparation and submission of both internal and external awards and grants. • Orients new staff and internal and external visitors to the OPDES. Prepares materials and welcome packages as necessary. • Provide administrative support to the department including serving as as back-up OPDES Timekeeper and HR Departmental Administrator in order to record time and attendance in PeopleSoft and to Process hiring related information for casuals, students or research staff, when necessary. • Undertakes other duties as assigned in support of the OPDES. REQUIRED QUALIFICATIONS: • Three-year post-secondary program combined with several years of related experience, or an equivalent combination of education and experience. • Demonstrated experience in event management, project management, research and administrative support. • Proven work experience in website development and management. • Proven leadership ability. • Knowledge of Queen’s accounting policies and procedures. • Consideration may be given to an equivalent combination of education and experience. SPECIAL SKILLS: • Oral and written communication, listening, and interpersonal skills are critical in order to perform the many duties that require interaction and communication with a broad range of individuals, both internal and external to the Office. • Excellent organizational and time-management skills with an ability to multi-task on a regular basis. • Strict attention to detail and accuracy with an appreciation for the implications of errors for the office and the Program. • Personal initiative and the ability to work with limited day-to-day supervision, while recognizing when it is appropriate to consult others on the team. • Ability to work in a dynamic team environment • Ability to deal with a broad range of individuals, from university administrators to faculty, staff, students and members of the general public • Must be able to maintain strict confidentiality • Computer and office skills, including word processing, spreadsheet and database management. Skilled at creating interactive web pages • Willing to participate in relevant training and development as necessary for carrying out duties and responsibilities. DECISION MAKING: • Makes decisions affecting the planning and execution of events in consultation with the Manager. • In collaboration with senior staff, identifies optimum practices for organizing and publicizing event by evaluating several factors such as cost effectiveness, need, interest, etc. • Identifies resource needs to optimized program delivery and brings to the attention of the Manager. • Makes daily operational decisions relevant to position and resolves problems within policies and procedures. • Answers queries about programs, services and resources, and refers more complex problems to the appropriate person. • Refers clients to appropriate internal and external units. • Sets priorities and determines which programs require immediate attention. • Makes project management decisions. Closing Statement The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents. The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at email@example.com .