Coordinator Events and Program Support

Reporting to the Director, Strategy and Communications, the Coordinator, Events and Program Support collaborates with internal stakeholders and team members to successfully develop, plan, execute and evaluate departmental events such as annual celebrations and ceremonies, lectureships, meetings and retreats, professional development programs and training workshops and social events and networking opportunities.
The incumbent assists with the development of marketing and communication plans to proactively target audiences with a variety of outreach tools to increase the visibility of and participation in departmental activities.
This is a full-time permanent position with a comprehensive benefits package and pension plan.
Work is onsite with the possibility of a hybrid schedule.
Responsibilities
Coordinate all aspects of design, planning and execution for small- to large-size virtual, hybrid and in-person events taking into consideration all elements necessary to make the event a success.
Work with the Director, Strategy and Communications, to establish and monitor event budgets and review supplier contracts.
Liaise with venues, book vendors for catering, equipment, audio-visual, decor, etc., oversee all logistics, including travel and scheduling when applicable; may also be responsible for monitoring and confirming event attendance.
Work with the Communications team to develop and implement marketing strategies for events in accordance with the Department of Medicine brand, including designing marketing material, and collaborating with graphic designers, photographers and printing resources.
Work collaboratively with the DoM Communications Specialist to coordinate communication leading up to the event and publish post-event communication when required.
Serve as the main point of contact for event questions, concerns, or feedback.
Establish project management systems to manage all project/event tasks and identify and track milestones and develop efficient file systems for event collateral.
Work closely with Lead, Member Support to coordinate and plan event/activity logistics for professional development (PD) programs, and establish procedures to evaluate PD activities, identify and meet reporting requirements, and identify opportunities to improve program awareness, effectiveness, and success
Coordinate and monitor a calendar of events ensuring events and activities are duly scheduled, avoiding over-commitment and redundancy.
Identify and assist in developing novel and innovative continuing education delivery opportunities.
Qualifications Knowledge of event planning, program coordination and marketing principles normally acquired through a postsecondary degree in a related discipline or an equivalent combination of education and work experience.
Three years of demonstrated experience in event and program coordination.
Intermediate knowledge of computer systems and web applications, contact management systems, social media platforms, spreadsheets, databases, and current office technology for example:
Microsoft (MS) SharePoint, MS Teams, and MS Office 365 (Word, Outlook, Forms and Excel), Doodle etc.
Experience utilizing graphic design software (ie Adobe Creative Suite) to create marketing materials, an asset.
Experience supporting and facilitating projects
Experience with high-volume resource management and scheduling and prioritizing competing demands.
Experience working with remote teams and effectively mobilizing alternative forms of connection and communication.
Experience planning online events using technologies such as Zoom and Teams.
Experience with budgets and reviewing supplier contracts.
Experience using project management systems
Experience assisting and providing support for the delivery of continuing professional development programs.
Proven ability to formulate creative ideas and to analyse, evaluate and negotiate details to create a successful event.
Demonstrated ability to develop and maintain positive relationships with project stakeholders, senior leaders and other support staff.
Strong public relations, interpersonal and verbal and written communication skills.
Ability to work independently but is a team member with strong interpersonal skills
A willingness to work outside of regular work hours (based on the event calendar)
Able to manage multiple priorities in a fast-paced environment
Strong analytical and problems solving skills; creative thinker
Is a self-starter who demonstrates initiative, tact, respect, and diplomacy
Strong attention to detail and a high degree of accuracy
Exercises sound judgment and a high level of confidentiality and discretion while working with sensitive and private information
Proficient written communication, proofreading and editing skills required to draft or generate correspondence or documents.
Proficiency in speaking and comprehending both English and French (Level B+) is an asset
Contacts To apply for this exciting opportunity, please forward your resume and cover letter, quoting the corresponding position title, by email at
IMPORTANT NOTICE:
Support staff are employees of the University of Ottawa Medical Associates.
The Ottawa Hospital is the paymaster of our employees.
Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital.
Please note, all employees must provide proof of COVID-19 vaccination prior to hire.
The University of Ottawa Medical Associates is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees.
The University of Ottawa Medical Associates will, upon request, provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.
Position:
Coordinator, Events and Program Support
IMPORTANT NOTICE
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