Description
The Department of Pathology and Laboratory Medicine in the Cumming School of Medicine invites applications for a Program Events Coordinator. This Fixed Term Recurring Part-time position is for approximately 12 months (based on length of grant funding), with the possibility of extension.
Reporting to the Principal Investigator.
Recurring Part-time employees are hourly employees engaged to perform work on an irregular schedule.
Summary of Key Responsibilities (job functions include but are not limited to):
Event Management
- Effectively plan, organize and stage a variety of small events each year, such as: seminars, DPLM Research Day, GFT Retreat and annual business meeting and dinner
- Organize an annual 3-day scientific conference/course involving researchers, trainees, physicians and other stakeholders across the province and internationally
- The Coordinator is responsible for all logistics with respect to event planning including
- venue selection and negotiations
- ensure event is within budget; contact sponsors for sponsorship funds
- menu and catering selection, room bookings and audio-visual rentals
- event marketing, advertising and attractions
- attendance maintenance and event accreditation
- contract review and management regarding liabilities
- manage event briefing notes and signage
- determine invite lists and RSVP management
- arrange accommodation and transportation for invited speakers
- purchase gifts and tokens of appreciation for participants
Program Management
- Coordinate meetings of education and research committees, stakeholders, and other administrative staff who will be supporting the initiatives. This includes (but is not limited to)
- creation of meeting agendas and record meetings
- provide appropriate follow-up for meetings (minutes, summary of action items etc.)
- Work with the Department Head to
- create effective Annual report and GFT report to promote programs in DPLM
- manage DPLM faculty with search and selection committees
- support DPLM faculty with new appointments/ reappointments and promotions
- effectively communicate programs/ projects and events to the department
Qualifications / Requirements:
- A bachelor's degree (required), preferably in science, engineering, or health administration
- Post-secondary Degree/Diploma in Office Administration, Business Administration, Arts, or a related field; and a minimum of five years of directly related administrative professional experience, or an equivalent combination of education and experience is required
- 3-5 years of project, program and/or event management experience (required), preferably in an educational institution or health sector
- Knowledge of event planning is an asset
- Superior writing skills and demonstrated ability to produce written material for several different media (web, print, etc.)
- Experience with designing brochures an asset
- Highly developed verbal communications skills and ability to work with cross-functional teams effectively
- Comfortable using digital communication, collaboration, and planning tools, such as Zoom, Microsoft Teams and Meetings, SharePoint, Drupal, WordPress, and social media platforms
- Proficient in Microsoft Office applications (Word, Excel, and PowerPoint) and photo editing software (Photoshop)
- Experience with website design and management is an asset
- Proven ability to work in fast-paced environment and able to meet tight deadlines
- Able to work independently (self-starter) and in teams
- Ability to provide support to other members of the team and related units or teams
- Demonstrates effective written and oral communication skills
- Ability to anticipate upcoming priorities, to prioritize effectively, demonstrating time good management
- Able to provide succinct reports to committees and stakeholders
Application Deadline: April 22, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
