Coordinator and Event Planner

  • University of Ottawa
  • Ottawa, ON, Canada
  • Oct 10, 2019
Contract Event Management Event Planning Fundraising Marketing Team Leadership/Management/Supervision

Job Description

Coordinator and Event Planner

Job ID: J1019-0278
Job Type: Contract
Open Positions: 1
Posting Date: October 10, 2019
Closing Date: October 20, 2019
Union Affiliation: SSUO
Unit: Continuing Professional Development
Job Reports To: Office Manager, Continuing Professional Development

Salary (Grade: 08)

Hiring salary range

Position Purpose

Reporting to the Office Manager, Continuing Professional Development, the event planner organizes and manages corporate events hosted by the Faculty and other designated officials for both the internal Faculty of Medicine community and external audiences, in keeping with established protocol and procedures.

The incumbent works closely with the Office Manager, Continuing Professional Development, to ensure that these events, which provide important interaction with volunteers, elected officials and academic, business and community leaders, and Faculty members foster the best possible faculty and institutional image. This includes assisting with documenting the development needs of the faculty, as well as developing and implementing a faculty-wide initiative to provide faculty members with a menu of tools and approaches to improve their skills and attributes within their career path.

Has responsibility and accountability for the organizational aspects of all events hosted in collaboration with the various offices. Using project management skills, the incumbent is responsible for managing financial resources assigned to projects, as well as human resources that may include a part-time event officer, temporary teams of volunteers and external suppliers.

Essential Qualifications

This position requires a high degree of judgment to deal with non-standard and stressful situations associated with planning recurring and special events such as: 5-day Ottawa Academic Health Sciences Leadership Program, Annual and Half-Day Faculty Development Days, Orientation Programs, multiples workshops, rounds, retreats and other events as required.

Post-secondary diploma in the field of marketing, event management, fundraising or equivalent combination of education and experience
Strong experience in the management and planning of educational and/or corporate social events
Knowledge and/or experience of an academic medical environment
Experience in marketing and communication such as media and production of printed material (pamphlets, brochures, flyers, web advertisements and various promotional items)
Experience in human resource and project management; ability to manage multiple projects at the same time (budget administration, supervising and directing teams)
Experience in mentoring or advising others regarding event planning.
Experience in building and maintaining relationships with internal and external clients
Experience using computer systems and software such as: word processing, databases, spreadsheets, e-mail, internet, publication software and web software and management software
Ability to develop, plan and manage the activities pertaining to accredited educational events
Ability to work under pressure with minimum supervision, to demonstrate critical reasoning skills, and efficient time management
Strong organization and negotiation skills
Bilingualism (written and oral)

This position follows normal University business hours. However, the incumbent may be asked to work evenings or keep flexible hours.
This position is located on the Civic Campus of the Ottawa Hospital.

Key Competencies

Key competencies required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to achieve an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Be proactive and self-starting. Show availability and willingness to go above and beyond expectations whenever possible.
Service Excellence: Reflect a positive attitude, demonstrate competence and professionalism, treat members of the community with respect, exercise care, devote full attention and find solutions. (Visit the section "Useful links" on the home page to read the detailed definition).
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal. Accept and give constructive feedback. Adjust own behaviour to reach team goals.


All qualified candidates are invited to apply; however, preference will be given to Canadian citizens and permanent residents. The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Aboriginal peoples, persons with disabilities and members of visible minorities. If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require.

Contract of approximately 12 months, with possibility of renewal. Eligibility to benefits and union affiliation will be determined upon hiring. All applications will be considered equally. Schedule with an average of 35hrs/week. Workshops offered by Leadership, Learning and Organizational Development that you have taken may be considered an asset if you apply for a position at the University. Don’t forget to list them on your CV. We thank all candidates for applying. We will only contact candidates selected for further consideration. Any information you send us will be handled respectfully and in complete confidence. Remember to upload a copy of your diploma(s) or a certificate of merit as well as a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).


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