The Event Coordinator is responsible for planning and coordinating collection events to achieve collection targets within the assigned territory. The Event Coordinator develops positive relationships with donors, the local community, site contacts and Canadian Blood Services staff to plan and execute collection events in accordance with all regulatory requirements and Canadian Blood Services policies, procedures and practices. The incumbent works in partnership with the territory leads and regional volunteer resources to ensure the event schedule meets goals of new, reinstated and donor base metrics resulting in consistent collections targets.
- Coordinates the development of the annual clinic schedule for assigned territory targets, leveraging market potential to meet collections targets and to build donor base. Reviews with Regional Demand Planning resource.
- Develops and maintains ongoing relationships with clinic site contacts and the community
- Attends clinic/event planning meetings as required
- Creates and maintains updated copies of all event agreements
- Maintains a detailed promotional/events calendar for each site
- Coordinates and executes in-clinic promotional events
- Coordinates event site inspections according to Operating Procedures as required
- Works with administrative staff to maintain timely and accurate clinic/event information on the Event Scheduling System database and completes other documentation or reports as required
- Monitors clinic appointment progress and works with territory leads for strategies required to meet collection targets
- In consultation with Resource management support ensures that Appointment Management System (AMS) templates are created in a timely manner that includes appropriate rates for walk in, no show, cancellation and deferrals
- Works closely with NCC to maintain timely and accurate clinic/event information updates during sudden clinic changes / closures, and when donor displacement services are required. Documentation or reports as required
- Maintains relationship with clinic staff and communicates necessary information on special events, promotions and any other in-clinic activities.
- Implements national strategies to facilitate retention of donors at the event level
- In conjunction with regional volunteer staff, ensures volunteers are engaged in clinic events
- Works closely with Supervisor, Donor Services Representatives to support implementation of re-booking strategies
- Works closely with Public Affairs to organize and support in-clinic media events
- Coordinates in-clinic activities in support of national campaigns and events
- Visits clinics on a regular basis to build donor relationships face-to-face
- In conjunction with regional teams resolves internal and external customer service issues
- Responds to donor comments and inquiries in clinic and as forwarded by donor feedback.
- Evaluates all clinic events including collection results, clinic flow and appointment template and provides information to territory leads
- Monitors event activities related to donation experience and identifying gaps in customer service and develops and implements strategies to address donor needs.
- Post-secondary level education in a relevant discipline from a recognized academic institution; degree or diploma in Business Administration, Public Relations or Event Management preferred.
- Community development and/or event management (3 years).
- Working with, or managing volunteers.
- Working in a not-for-profit and/or regulated environment.
- Effective communication and interpersonal skills, being able to exercise sound judgement, tact and discretion when dealing with others.
- Strong organizational and time management skills, being able to manage multiple tasks and competing priorities within short timelines.
- Strong analytical skills coupled with effective problem solving and decision making abilities.
- Ability to develop and maintain professional working relationships with departmental staff, management, customers and the general public.
- Creativity, enthusiasm and a strong commitment to operating within a team environment that is rapidly changing.
- Motivated to succeed, ability to think outside the box and deliver results.
- Valid driver’s license and access to a vehicle is required.