Event Coordinator

  • University of Saskatchewan
  • Saskatoon, SK, Canada
  • Jan 11, 2019
Contract Adminstration Event Management Event Planning Marketing

Job Description

Event Coordinator



Department:
Continuing Medical Education

FTE: 1.0

Status: Term up to 24 months with the possibility of extension or becoming permanent

Requisition: req3718

Open Date: 1/11/2019

Closing Date: Until Filled

Salary Information: The salary range, based on 1.0 FTE, is CAD $48,334.00 - 75,523.00 per annum (Specialist Professional/Phase 1). The starting salary will be commensurate with education and experience.

Description: There is 1 opening for this posting. Located in Saskatoon.

 

Primary Purpose: To plan and coordinate educational events to meet the needs of the Division of Continuing Medical Education and stakeholders.

Nature of Work: The position reports to the Associate Dean CME, and the Manager Administration to support CME’s mission to develop, implement, research, support and evaluate evidence-informed lifelong learning opportunities for Saskatchewan Physicians and health care professionals. The work requires organizing in a complex environment, with continuous planning, and balancing multiple priorities and deadlines, creating event budgets, managing documents for quality control, and extensive public relations and communication. The impact of error is high. This position requires coordination of event committees and groups, and other stakeholders in a team environment. Quality control, meeting stakeholder needs and continuous improvement are important aspects. Events include conferences, workshops, customized programming, online courses, and distance learning, and events may be held early morning, weekdays, and occasionally weekends, and on Campus, locally and regionally in communities.

 

Accountabilities:

Planning

  • Work closely with the Associate Dean CME, Manager Administration, Educational Coordinator and other staff to plan and implement events, ensuring standards of accreditation are met.
  • Plan events to ensure they meet ongoing needs of physicians and the health care practitioners
  • Develop and implement a marketing plan in collaboration with CME team members.
  • Identify and connect with industry and other organizations to attract resources for CME activities.
  • Incorporate evaluation into planning cycle
  • Work with CME team and partners to initiate new events.
  • Committee coordination: when applicable, work with the event chairperson, set dates, books rooms, send invitations, create agendas, set up teleconference, take minutes, distribute documents, resources and materials.

Implementation

  • Event planning activities: Arrange speakers, book venues, facilities and accommodation; transportation, catering, signage, A-V equipment, prepare documents and correspondence;
  • Ensure events are coordinated effectively and efficiently with a focus on learners;
  • Work with CME team members and partners to coordinate distance learning and online strategy;
  • Oversee the conference registration system; monitor registrations on an on-going basis;
  • Ensure participant documentation and records are organized; manage databases that organize and archive information.
  • Implement program innovations and improve events as recommended and feasible;
  • Act professionally;
  • Work with support staff;
  • Other duties as required.

 

Finance and Administration

  • Plan, prepare and adhere to budgets for educational events.
  • Coordinate event-related Contracts and Agreements.
  • Record all purchase requisitions and set up receivables; ensure all A/P and A/R are complete or compiled within a reasonable time frame.
  • Ensure CONCUR travel requests are submitted for event related travel.
  • Review events and implement recommendations for improvement.

Reporting

  • Prepare feedback after courses and events in a manner that contributes to continuous improvement
  • Compile and retain evaluation reports from events. Use to determine successes and areas of improvement.
  • Monitor financial performance of events through post-event budget comparisons
  • Due to the nature of the work schedule, time management will require monthly personal time reports to be submitted to the Manager, Administration.

Qualifications

Education: Grade 12 and successful completion of a business/administrative program. A relevant undergraduate or graduate degree would be considered an asset.

 

Experience: A minimum of three to five years of work experience involving organization of complex situations. An equivalent combination of training and experience may be considered.  Experience working in diverse and inclusive environments is required.

 

Skills: High level of organization with acute attention to detail and accuracy. The ability to schedule and manage multiple priorities. Strong creative thinking and problem solving skills. Effective written and verbal communication skills, managing numerous strings of communication at one time. The ability to use tact and diplomacy in difficult situations. The ability to work independently and collaboratively, under pressure and in a sometimes fast-paced environment. Supervisory skills, and the ability to organize volunteers. Functional knowledge of Microsoft Office, including Word, Excel, Outlook; Adobe Professional; CONCUR, Unifi, Adobe programs.

 

Inquiries regarding this position can be directed to Katherine Churchman at (306)966-7789.  

 

This position is in scope of the Administrative and Supervisory Personnel Association (ASPA).

 


The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Country

Canada