Job Description

Job Posting #: 923319

Position: Event and Project Coordinator, Institute of Cancer Research, CIHR
Site: UHN, 700 University Ave, Toronto
Department: CIHR Institute of Cancer Research
Reports to: Scientific Director & Assistant Director, Institute of Cancer Research, CIHR
Hours: 37.5 per week
Wage range or Salary: $57,403 per annum to $70,216 per annum (To commensurate with experience and consistent with UHN compensation policy)
Status: Permanent Full Time
Posted Date: August 4, 2023
Closing Date: August 18, 2023

University Health Network (UHN) is looking for an experienced professional to fill the key role of Event and Project Coordinator, Institute of Cancer Research in our CIHR.

Transforming lives and communities through excellence in care, discovery and learning

The University Health Network, where \xe2\x80\x9cabove all else the needs of patients come first\xe2\x80\x9d, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of \xe2\x80\x9cTransforming lives and communities through excellence in care, discovery and learning\xe2\x80\x9d, the University Health Network (UHN), Canada\xe2\x80\x99s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.?

Position Overview:
The Institute of Cancer Research (ICR), headquartered at the University Health Network (UHN) in Toronto is one of the thirteen institutes of the Canadian Institutes of Health Research (CIHR). ICR enhances ongoing cancer research by creating new cancer research programs, and by coordinating Canada-wide cancer research efforts supported by different national and provincial agencies.

As part of the ICR Team, the Project and Event Coordinator will lead the overall planning and coordination of all ICR workshops, meetings, and events. The Project and Event Coordinator will also monitor and manage event budgets, as well as the purchasing, payment, and travel expense reimbursements for ICR events and related activities. In addition, the Project and Event Coordinator will be responsible for providing diversified administrative support and coordination to the ICR team. Travel outside of Toronto for periods of as long as several days may occasionally be required. It may be sometimes necessary to work on evenings and/or weekends to attend and support meetings/events. This position is key to the success of ICR and plays an important role to delivering on the vision and objectives of the Institute.

Key Responsibilities:

Event Coordination

• Plan, coordinate, and oversee all event logistics (e.g., local and large pan-Canadian workshops, meetings, conferences) under general direction of the ICR Assistant Director and Scientific Director.
• Planning tasks include but are not limited to creating a project plan, organizing Planning Committee meetings, sending invitations, managing registrations, creating evaluation surveys, booking venues and speakers, arranging catering, booths, transportation, equipment etc., in an effective and efficient manner.
• Develop and manage event budgets and complete travel expense reimbursements with the ICR Business Officer.
• Coordinate the promotion and marketing of events with the ICR Communication Specialist.
• Build and maintain positive relationships with vendors, meeting, and event participants, and other relevant ICR stakeholders that are involved in the planning and execution of meetings, workshops, and events.
• Participate in the development and execution of ICR contracts with suppliers, consultants, and other service providers, as well as inter-institute agreements with other CIHR Institutes under general direction of the ICR Scientific Director, Assistant Director, and Business Officer.
• Oversee the work of suppliers and service providers to ensure that projects and events are completed on budget, effectively, and efficiently.

General Accountabilities:

• Provide administrative support and coordination to ICR staff, including managing staff calendars, coordinating travel arrangements, general reception, data entry and analysis, scientific literature reviews, maintaining databases, and other clerical duties as required.
• Arrange meetings, prepare, and distribute background information and agendas, book and set up rooms, take and transcribe minutes in a timely manner, and follow-up as necessary.
• Coordinate travel including flights and accommodation for ICR staff.
• Provide support to maintain ICR\xe2\x80\x99s content management systems.
• Maintain effective and productive working relationships with internal and external stakeholders.
• Communicate with senior level stakeholders including government officials, university authorities and the research community in general.
• Contribute/participate in the implementation of special projects that support the strategic directions of the Institute in collaboration with ICR and CIHR staff.

Qualifications/Requirements:

• Bachelor\xe2\x80\x99s Degree in business administration, or a health- or science-related discipline, with extensive event management experience, or equivalent combination of education and experience required.
• Minimum of 2-3 years experience in a similar position required. Experience working in a government or academic environment is a strong asset.
• Amenable to a hybrid working model (a minimum of 3 days per week on-site at the downtown Toronto office).
• Ability to travel outside of Toronto for periods of as long as several days, and have flexibility in hours of work (evenings/weekends) to attend and support meetings/events.
• Advanced proficiency in using Microsoft Office applications (e.g., Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Forms), Adobe Acrobat, and various event planning tools (e.g., EventBrite).
• Possess exceptional project and time management skills; ability to multi-task and work under pressure in a very fast-paced, dynamic environment with competing deadlines and priorities.
• Excellent oral and written communication skills to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality, and discretion.
• Possess excellent interpersonal skills for liaising with Institute stakeholders, senior leadership, and representatives from partner organizations.
• Must be able to work both independently and within a team environment.
• Possess highly developed problem-solving skills, and be a self-starter and critical thinker.
• Knowledge of the Canadian cancer research landscape and its stakeholders is an asset.
• Bilingualism (French/English) would be considered a great asset.

Why Join UHN?
In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN\'s attendance management program, to be eligible for consideration.

Vaccines (COVID and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.
University Health Network thanks all applicants, however, only those selected for an interview will be contacted.

University Health Network