Job Summary
This position reports to the Manager, Program Administration & Technology for administration purposes, and reports to the iCON (interCultural Online Network) Program Manager for work purposes. The position works closely with research team members, faculty, project managers, and other personnel associated with specific projects. The incumbent may interact with community organizations, health professionals, clinical groups, patients and community members, government representatives, multicultural community partners, and other stakeholder groups.
Work Performed
- Conceptualizes and creates core special events, develops event plans, and carries out all arrangements around preparing for and managing successful events occurring simultaneously.
- Researches and analyzes user needs and advises on all aspects of event management; documents recommendation, posts event data analysis, and disseminates results to management.
- Develops, recommends, and implements policies and procedures affecting event planning and administration of the various events.
- Manages venue options and feasibility of locations and negotiates all event-related venue/catering/multimedia contracts.
- Works with the Communications Coordinator in the design and development of web sites, brochures, programs, electronic media, sponsor, and advertising materials for events.
- Negotiates costs of event venues and services; makes travel arrangements, books speakers, videographers, etc. and organizes the production of handouts, programs and agendas for events.
- Manages virtual conferences including registration, coordinating multiple speakers, simultaneous interpretation, virtual exhibitors, recordings and post event reporting.
- Facilitates the participation of senior business and academic speakers in DigEM events, organizes recruiting efforts, and liaises and coordinates with volunteers, presenters, speakers, and committee members.
- Collaborates with Communications Coordinator in creating an overall coordinated communications plan.
- Develops and updates a detailed database of contacts (provincial, national and international).
- Sets up booths and displays, disseminates reports, brochures, etc., and maintains digital files from DigEM presentations.
- Oversees budget, prepares invoices, and liaises with the Program Manager, DigEM administrator, and university finance departments as needed.
- Acts as the DigEM representative on various committees as needed.
- Performs other duties as required.
Knowledge, Skills, & Abilities:
- Ability to communicate effectively verbally and in writing.
- Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
- Ability to analyze problems, identify key information and issues, and effectively resolve.
- Ability to work effectively independently and in a team environment.
- Ability to exercise sound judgment.
- Ability to effectively manage multiple tasks and priorities.
- Ability to prioritize time-critical event tasks, liaise with vendors/ venue providers, attendees and the media.
- Ability to exercise tact and discretion.
- Demonstrated ability to exercise diplomacy.
- Ability to work with various levels of senior administration and university personnel.
- Ability to work on weekends or outside of regular work hours on occasion to carry out the duties of position
Minimum Qualifications
Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum two years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Education: Undergraduate degree in a relevant discipline preferred.
Experience: Experience in managing healthcare related events and conferences, particularly for mutli-cultural and ethnic communities, plus for healthcare professionals.
To apply:
For internal (UBC) applicants –https://wd10.myworkday.com/ubc/d/inst/15$158872/9925$39658.htmld
For external applicants –https://ubc.wd10.myworkdayjobs.com/en-US/ubcstaffjobs/job/Event-Coordinator_JR16902
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.