Job Description

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A
Job Title
Distributed Events and Resource Coordinator
Department
Program Support | Faculty Development | Faculty of Medicine
Compensation Range
$5,365.42 - $7,709.92 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
June 3, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Job Summary

The Office of Faculty Development supports faculty in the medical and health professions in their roles as teachers. Its goal is to cultivate a culture of teaching that fosters engagement and inclusion. The Distributed Events and Resource Manager supports the Office of Faculty Development by developing and implementing strategies to improve the reach of resources and delivery of workshops, while considering the diverse stakeholders and complexities of the Faculty of Medicine, which spans across the province of BC. Major responsibilities include developing and implementing internal and external communication and resource promotion strategies, planning and executing in-person, virtual, and hybrid educational workshops and events as the 'lead show runner', developing tracking systems and databases for event attendance and resource utilization, and evaluating and reporting on faculty development offerings. The Distributed Events and Resource Manager enacts a commitment to equity, diversity, inclusion, decolonization, Indigenization, and reconciliation. As the majority of workshops are in the evening, this position will be required to be flexible with their schedule.



Organizational Status

Reports to the Program Manager, Office of Faculty Development. Works closely, collegially and collaboratively with the instructional designers, administrative staff across the province, and other staff and faculty as required. Interacts regularly with various Faculty of Medicine partner groups, external services providers/vendors, and workshop participants.



Work Performed
CommunicationDevelops and implements a communication system that coordinates the promotion of workshops and resources across multiple Faculty of Medicine sites and programs Promotes resources, workshops, and updates to curriculum leads, administrators, and faculty development sites in a coordinated way Works with the instructional designers for the design and development of webpages, brochures, electronic media, and advertising materials for workshops and educational events. Manages the development of confirmation letters, event information notices, and workshop handouts and ensures that they are distributed

Program coordinationDevelops a harmonized system for tracking registration and attendance of workshops across multiple sites and organizers across BC Develops a database for workshop attendance and resource utilization Ensures that continuing professional development accreditation requirements are fulfilled for workshops and resources by organizing the development of learning objectives with the planning team, collecting and summarizing needs assessments, overseeing the completion of the applications, and reviewing presentations or modules to assure requirements are met (e.g., disclosure slides, accreditation statements), and creating session evaluation surveys Maintains current and up-to-date knowledge on systems such as the website, virtual platforms (i.e. Zoom), interactive participation tools, and accreditation submissions

Workshop coordinationResearches and implements standardized processes for developing and executing workshops including event logistics, timely communications for clear expectations of event delivery, role assignment and training, and budgeting Provides full workshop coordination services including planning and production Works collaboratively with internal and external units, groups, suppliers, etc. to create, manage, coordinate and execute workshops and educational events Manages the preparation of staff who support workshops and speakers/panel members by assigning roles and tasks, creating internal itineraries, and leading training sessions/rehearsals Provides day-of support at workshops and educational events as the moderator and lead producer Maintains current and up-to-date knowledge on special event and industry trends May assist in other workshop related tasks

EvaluationDevelops an evaluation strategy to assess the uptake of workshops and resources Analyzes data and prepares comprehensive reports to demonstrate the status of workshops and resources over time to support decision making and strategy Makes recommendations by providing statistical information, data visualization, or other information to leadership at the Office of Faculty Development

Consequence of Error/Judgement

Judgement and tact are required when communicating with others outside the Office of Faculty Development, as well as when coordinating programs within the office. All communications outside of the office is representative of the office, and should be conducted in a professional and formal manner. Inappropriate judgment could potentially damage the reputation of the Office of Faculty Development, and could possibly have a negative impact on future partnerships. Inappropriate or poor messaging in communications content or delivery could have implications for attendance and uptake.



Supervision Received
Works independently under minimal direction within established guidelines and is expected to resolve problems using initiative and judgment. Workflow is coordinated by the Program Manager. Responds to needs of workshop partners and leadership.

Supervision Given

Assigns tasks to team members 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.

Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, inclusion, decolonization, Indigenization, and reconciliation.



Preferred Qualifications
Experience in managing educational events and workshops for healthcare professionals. Experience with project or program management. Diploma in Hotel Management, Hospitality, Tourism, or Event Management Certified Meeting Planner (CMP) designation an asset. Leadership experience in communications and systems development preferred. Database experience and formal evaluation training an asset.
Ability to maintain accuracy and attention to detail.
Ability to effectively manage multiple tasks and priorities.

Intermediate to advance level of computer experience required (MS Word, MS Excel, Outlook, PowerPoint, Canva, Zoom).

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.