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Coordinator and Event Planner

Faculty of Medicine - Continuing Professional Development

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Job Type: Temporary Assignment or Contract

Open Positions: 2

Posting Date: November 16, 2017

Closing Date: November 26, 2017

Union affiliation: SSUO

Job Reports To: Office Manager, Continuing Professional Development

Job description

Salary (Grade: 08)

Hiring salary range

Position Purpose

Reporting to the Office Manager, Continuing Professional Development, the event planner organizes and manages corporate events hosted by the Faculty and other designated officials for both the internal Faculty of Medicine community and external audiences, in keeping with established protocol and procedures.

The incumbent works closely with the Office Manager, Continuing Professional Development, to ensure that these events, which provide important interaction with volunteers, elected officials and academic, business and community leaders, and Faculty members foster the best possible faculty and institutional image. This includes assisting with documenting the development needs of the faculty, as well as developing and implementing a faculty-wide initiative to provide faculty members with a menu of tools and approaches to improve their skills and attributes within their career path.

Has responsibility and accountability for the organizational aspects of all events hosted in collaboration with the various offices. Using project management skills, the incumbent is responsible for managing financial resources assigned to projects, as well as human resources that may include a part-time event officer, temporary teams of volunteers and external suppliers.

Essential Qualifications

This position requires a high degree of judgment to deal with non-standard and stressful situations associated with planning recurring and special events such as: 5-day Ottawa Academic Health Sciences Leadership Program, Annual and Half-Day Faculty Development Days, Orientation Programs, multiples workshops, rounds, retreats and other events as required.

Post-secondary diploma in the field of marketing, event management, fundraising or equivalent combination of education and experience
Strong experience in the management and planning of educational and/or corporate social events
Knowledge and/or experience of an academic medical environment
Experience in marketing and communication such as media and production of printed material (pamphlets, brochures, flyers, web advertisements and various promotional items)
Experience in human resource and project management; ability to manage multiple projects at the same time (budget administration, supervising and directing teams)
Experience in mentoring or advising others regarding event planning.
Experience in building and maintaining relationships with internal and external clients
Experience using computer systems and software such as: word processing, databases, spreadsheets, e-mail, internet, publication software and web software and management software
Ability to develop, plan and manage the activities pertaining to accredited educational events
Ability to work under pressure with minimum supervision, to demonstrate critical reasoning skills, and efficient time management
Strong organization and negotiation skills
Bilingualism (written and oral)

This position follows normal University business hours. However, the incumbent may be asked to work evenings or keep flexible hours.
This position is located on the Civic Campus of the Ottawa Hospital.

Key competencies required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to realise an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.


All qualified candidates are invited to apply; however, preference will be given to Canadian citizens and permanent residents. The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Aboriginal peoples, persons with disabilities and members of visible minorities. If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require.

Temporary assignment or contract of 12 months, with possibility of renewal. Eligibility to benefits and union affiliation will be determined upon hiring Applications from employees holding regular positions part of the bargaining unit SSUO will be considered first. The University also accepts external applications; they will be considered in second place. To obtain a temporary assignment, internal candidates must receive approval from their immediate supervisor. Schedule with an average of 35hrs/week. Workshops offered by Leadership, Learning and Organizational Development that you have taken may be considered an asset if you apply for a position at the University. Donít forget to list them on your CV. We thank all candidates for applying. We will only contact candidates selected for further consideration. Any information you send us will be handled respectfully and in complete confidence. Remember to upload a copy of your diploma(s) or a certificate of merit as well as a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).

Thank you for your interest in a position with University of Ottawa. This posting has now closed. To view our current available career opportunities, please visit our Career Opportunities page.