Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A

Job Title Conference Services Coordinator

Department Conference Services | Continuing Professional Development | Faculty of Medicine

Compensation Range $4,688.67 - $6,754.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date August 10, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Sept 10, 2024

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Providing full hybrid, in-person, and virtual conference management services "from conception to execution" (representing from 50-1000 attendees) with up to 100 speakers/contributors per event.

Major responsibilities include researching the learner audience and clients\' needs, and advising on conference planning/execution. Preparing needs assessments, designing and operating online virtual conference platforms, preparing design virtual assets, preparing marketing content for sales plans, coaching presenters on virtual platform and presentation techniques, meeting with scientific committee planner groups, leading planning overlapping timelines, overseeing and performing live production for in person, virtual and hybrid events as \xe2\x80\x98lead show runner\xe2\x80\x99, managing up to 12 - 14 complex/multidimensional high profile events and conferences annually occurring simultaneously (in BC and some possible travel within Canada); and performing other related duties.

Organizational Status
Reports to the Conference Services Director of the Division of Continuing Professional Development (UBC CPD). Works closely, collegially and collaboratively with the Finance/Administration Coordinator and the Registration Coordinators. Interacts regularly with various departments on campus, administrators of campus and hospital departments, conference chairs and planning committees, external services providers, hotels and conference participants. Supervises registration staff members on site.

Work Performed

1. Develops and conceptualizes all elements of event planning for conferences, including event logistics, contract negotiation and accurate, timely communications for clear expectations of event delivery.

2. Researches and makes recommendations on the strategic plan for each conference to provide full conference management services including planning and production schedules with multiple, simultaneous events. Solicits and negotiates sponsorship and exhibiting revenues for individual conferences from $50,000 to $300,000 in potential revenues per conference.

3. Provides content and direction to marketing team for all assigned conferences and events and ensures communication and execution of all print, public announcements, and development of final marketing materials.

4. Works collaboratively with internal and external units, groups, suppliers, etc. to create, manage, coordinate and execute virtual events.

5. Resolves client and supplier/vendor concerns and disputes of a complex nature. Acts as the main contact for clients during the lifespan of the conference or event which can begin 6 more or months before the live event date.

6. Manages the preparation, speaker training, itineraries, speaker/course evaluation forms, confirmation letters, course information notices, registration packets for course delegates and other handouts.

7. Maintains current and up-to-date knowledge on systems such as our website, Moodle, virtual platforms, online learning tools, graphic design suites, marketing systems, and conference registration system policies. Maintains current and up-to-date knowledge on special event and industry trends.

8. Manages post-conference evaluations and finalizes conference expenses within prescribed timeline.

10. Ensures that accreditation standards are fulfilled according to the commercial support and accreditation guidelines.

11. Researches, prepares reports and makes recommendations by providing statistical information or other information to the Conference Services Director.

12. Provide survey and data access to the Evaluation and Leadership Units.

13. Assists with other live event production delivery for the live event dates throughout the year.

Consequence of Error/Judgement

The Division of UBC CPD is responsible for the overall presentation and success of the various courses, conferences and events. The incumbent applies knowledge of procedures, guidelines, and regulations, and exercises the connections that have been established with various CPD organizers, in order to make decisions based on these guidelines and precedents.

- Incorrect reporting co-sponsorship information, accreditation, honoraria amounts could result in the suffering of the reputation of the Division of UBC CPD as perceived by other Department heads and teaching personnel
- Incorrect or inaccurate desktop publishing and production of brochures and flyers could result in distribution of misinformation, dissatisfaction of clients, and potential legal and financial liability to the participants of the conferences
- Erroneous input or construction of the databases could result in misleading information of clients, faculty members, or pharmaceutical contacts, which could lead to loss of revenue, sponsorship, or human resources as presenters and teachers of CPD/CME events.
- Failure to work with course coordinators/committees may lead to suffering of reputation of Division of Continuing Professional Development. Errors can also adversely affect the success and credibility of and event, potentially resulting in lower enrollment, financial hardship and other negative consequences.
- Inappropriate behaviours, appearance, representation, or lack of interpersonal acumen may hurt relationships with clients, suppliers, or industry partners.

Supervision Received
Works independently under minimal direction within constraints of policies and guidelines. Work is reviewed for achievement of well executed conferences and events within budget and within the set timelines. Also we support innovative ideas and procedures in conference and event planning. Workflow is coordinated by the Conference Services Director. Responds to needs of conference program chairs. Communicates directly with conference coordinators on programs delegated by the Conference Services Director.

Supervision Given
Provides supervisory responsibilities to administrative support team, in addition to part-time event assistants. Trains, evaluates, supervises up to and including point of termination if necessary.

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\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Certified Meeting Planner (CMP) designation preferred. A minimum of two years\' related experience or two years\' relevant project management and/or event planning experience preferred. Experience in organization and delivery of complex online/virtual events an asset. Leadership experience in conference planning or in convention services preferred. Leadership experience in traditional conference planning or in convention services preferred. Experience with conceptualizing and executing complex social events preferred. Ability to maintain accuracy and attention to detail.

Ability to effectively manage multiple tasks and priorities.
Ability to effectively recruit, train, supervise, and motivate employees.
Intermediate to advance level of computer experience required (MS Word, MS Excel, Outlook, Internet publishing software\'s, PowerPoint PageMaker, Adobe Illustrator and Database).
Ability to learn and adapt to relevant new software programs.
Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).

Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest.
Ability to make thoughtful, informed and thorough decisions.
Ability to analyze problems, investigate key information and issues, take initiative in decision-making and effectively resolve problems
Ability to exercise tact and judgment.
Excellent oral and written communication skills.
Demonstrated ability to effectively communicate and interact with empathy, understanding, and respect of diverse and divergent perspectives and behaviours.

University of British Columbia