Event Coordinator, Administrative​/Clerical

Overview

Event Coordinator, Administrative​/Clerical Jobs in Vancouver, Canada at The University of British Columbia

Job Title

Event Coordinator

Job Overview

Research Support Digital Emergency Medicine (Digital Emergency Medicine Program) – Department of Emergency Medicine, Faculty of Medicine. Event Coordinator role, non‑union, Level

A. Compensation: $5,365.42–$7,709.92

CAD per month.

Responsibilities

• Conceptualize and create core special events, develop event plans, and carry out all arrangements for successful events occurring simultaneously.
• Research and analyze user needs, document recommendations, post event data analysis, and disseminate results to management.
• Develop, recommend, and implement policies and procedures affecting event planning and administration.
• Manage venue options, feasibility, and negotiate all event‑related venue/catering/multimedia contracts.
• Work with Communications Coordinator on design and development of web sites, brochures, programs, electronic media, sponsor, and advertising materials for events.
• Negotiate costs of event venues and services; make travel arrangements, book speakers, videographers, etc., and organize production of handouts, programs, and agendas.
• Manage conferences, forums, and workshops (in‑person and/or virtual) including registration, coordinating multiple speakers, simultaneous interpretation, virtual exhibitors, recordings, and post‑event reporting.
• Facilitate participation of senior business and academic speakers in DigEM events, organize recruiting efforts, and liaise and coordinate with volunteers, presenters, speakers, and committee members.
• Collaborate with Communications Coordinator to create an overall coordinated communication plan.
• Develop and update a detailed database of contacts (provincial, national and international).
• Set up booths and displays, disseminate reports, brochures, etc., and maintain digital files from DigEM presentations.
• Oversee budget, prepare invoices, and liaise with Program Manager, DigEM administrator, and university finance departments as needed.
• Collaborate and engage with partner organizations for event‑related activities.
• Act as the DigEM representative on various committees as needed.
• Perform other duties as required.

Consequence of Judgment

Judgement and tact are required when communicating with stakeholders outside the department and coordinating internal projects. All external communications represent the department and must be professional and formal. Inappropriate judgment could damage the department’s reputation and potentially impact funding and recruitment.

Supervision

Works under direction within established guidelines but is expected to resolve problems using initiative and judgment. Assigns tasks to project team members, students, assistants, and volunteers as required.

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.
• Demonstrated commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Undergraduate degree in a relevant discipline.
• Experience managing healthcare‑related events and conferences, particularly for multicultural and diverse communities and for healthcare professionals.
• Ability to communicate effectively verbally and in writing; 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, 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.
• Ability to travel to different venues and events around the Lower Mainland.
• Access to…

Title: Event Coordinator, Administrative​/Clerical

Company: The University of British Columbia

Location: Vancouver, Canada

Category: