CEPD Event Coordinator Postuler en ligne!

The CEPD Event Coordinator will act as liaison and main point of contact for CEPD Programs (CEPD developed and co-developed events) that require extensive logistical planning and support for programs that include in-person, virtual, or hybrid conferences, education series, clinical rounds, or workshops. The Event Coordinator will be responsible for the planning, scheduling and implementation of CEPD Programs including, but not limited to, negotiation contracts for securing venue, catering, travel, and accommodations for large scale program delivery, and monitoring of budget as per the policies and procedures of NOSM University. This position is responsible for developing and maintaining event communication and marketing for each program including the event website, monitoring the support phone and email in collaboration with the CEPD team and NOSM University Communications.

This position is required to collaborate with all CEPD team members, NOSM University units, and committees to ensure the event’s success.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

Responsabilités

Tasks may include but are not limited to the following:

• Secure and manage venue, catering, audio & visual, accommodation and travel service contracts, in partnership with the Finance Unit for programs in accordance with NOSM U’ procurement and finance policies and procedures.
• Draft and prepare correspondence, presentations and reports for Program Planning Committees, participants and other external partners.
• Coordinate all scheduling and logistics requirements for other CEPD programs and/ or projects from inception to completion.
• Prepare faculty/speaker honorarium and stipend payments and manage participant registration and registration fee collection.
• Develop and maintain collaborative working relationships with CEPD Program Planning Committees and other NOSM U Portfolios.
• Schedule and provide administrative guidance and support to CEPD Coordinators, faculty/speakers before, during and after the delivery of CEPD Programs.
• Responsible to promptly and calmly analyze and respond to problems leading up to and during a program to guide a quick response that may continue to foster NOSM /U’s relationships.
• Ensure superior customer service to ensure maintain the reputation of the CEPD office within the university, stakeholders, and vendors.
• Provide live external event/program support to CEPD Coordinators, program planning committees, faculty/speakers, and participants on-site or via technology during program delivery.
• Provide recommendations to the Manager and Director of CEPD, based on the data regarding future program delivery.
• Working with the Communications Unit, prepare bulletins, social media posts, newsletter communications with NOSM U updates and advertisements for the recruitment of new program participants, including updating of the CEPD Website content to include upcoming programming and events.
• Upload to and manage content on the event hosting software and or webpages, which may include Learning Management Systems.
• Perform other duties as assigned.

Qualifications

Éducation

• A University degree (preferably in Education, Health Care or Business Administration) from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.

Connaissances, Compétences et Capacités

• Minimum three years of experience in event coordination of small to 100+ attended events (in-person, hybrid, and virtual).
• Experience with group facilitation and distance education is considered an asset.
• Experience with project management is considered an asset.
• Demonstrated computer and data management skills (i.e. SharePoint tools), including Learning Management Systems (i.e. Moodle) and website management systems (i.e. WordPress), financial management tools (i.e. Excel).
• Knowledge of distance education and distributed learning strategies is considered an asset.
• Knowledge of Accreditation Standards (CFPC/RCPSC).
• Knowledge of Accessibility Standards/Guidelines set out by government.
• Ability to negotiate between vendors and stakeholders to maintain organization reputation.
• Work independently within established organizational practices, protocols and policies.
• Work in a consultative and collaborative fashion with a variety of other units to further the overall University strategic objectives.
• Analyze and solve problems.
• Communicate effectively verbally and in writing.
• Create, compose, edit and proof-read written materials using exceptional attention to detail.
• Gather and compile information and draft documents.
• Input financial and user data, maintain records and type with accuracy.
• Investigation skills for vendor contract or invoice inconsistencies.
• Plan, organize and prioritize work.
• Strong teamwork skills to provide guidance and coordination during events.
• Use discretion and maintain confidentiality.
• Work independently and on interdisciplinary teams in a changing environment across distributed locations.
• Work well under tight deadlines.
• Superior written communication skills to develop reports.
• Strong analytical skills.
• Strong organizational and time management skills.
• Ability to effectively manage competing priorities that arise in the context of multiple projects and emerging demands.
• Reliability, flexibility and creativity.
• Strong Initiative.
• High tolerance for change and ambiguity.

Langue

• Must be able to communicate effectively in English (verbally, written and comprehension).
• French/Indigenous language skills would be considered asset.

Working Conditions

• Extended periods of sitting.
• Interaction with employees, management, and external stakeholders.
• Working in a busy office and/or virtual environment with frequent interruptions.
• Regular travel and related overtime during event seasons.