Conferences Associate

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleConferences AssociateDepartmentConference Services | Continuing Professional Development | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateJuly 24, 2024

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

Job End Date

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 Description Summary

The incumbent in this position is responsible for managing and supporting the preparation, planning and co-ordination of Continuing Professional Development (CPD) Conferences (virtual and in-person formats) and managing complex registration team support and registration sales. This person is also responsible for ensuring that all levels of coordination of multiple ongoing conferences are implemented effectively, successfully, within budget, utilizing a variety of computer and organizational & prioritizing skills.

Organizational Status

This position reports to the Conference Services Manager, CPD.

• Works closely, collegially, and collaboratively with the other CPD staff in the conference services and education and research group.
• Interacts regularly with various departments on campus (within and outside of the Faculty of Medicine), administrators of campus and hospital departments, conference chairs, planning committees, external services providers, hotels, and conference participants.

Work Performed

Conference and Workshop Preparation

• Able to independently organize, implement, and execute multiple conferences and workshops with minimal supervision across multiple delivery formats with overlapping timelines.
• Able to support other CPD conferences in various planning phases.
• Reviews program evaluation data and suggests areas of improvement
• Drafts and sends sponsorship appeal letters and follows up to solicit support
• Accountable to meet minimum support goals
• Follows up with sponsor/support contacts for definitive answers
• Invoices and collects all outstanding funds from sponsoring agencies
• Coordinates all event logistics, including complex professional audio-visual needs and set up, speaker coordination, abstract management, event catering requirements, and offsite special event coordination
• Arranges industry exhibit booth set up and logistics
• Oversees that all arrangements are properly carried out by venue staff when events are held in outside facilities
• Deals with hotels and venues with services issues and follows up to ensure best practices
• Keeps up to date with virtual platform delivery and tools.

Conference Registration

• Manages complex registration systems and handles unexpected problems as they arise
• Supports the registration system team with live support for conference delegate during virtual and hybrid events.

Ability to work some weekends and additional hours when required.

Desktop Publishing/Word Processing

• Designs special posters, postcards and other print marketing materials, reminder flyers, registration packets for course delegates and other handouts.
• Designs conference and workshop websites and virtual platform design assets using best practices of graphic design.

Finances

• Drafts specific sub-event budgets
• Responsible for careful handling of project budgets, ensuring accurate billing, issuing invoices, following up with outstanding accounts and unpaid invoices
• Calculating cost saving techniques for improved project expenses
• Oversees the solicitation and collecting of project support funding
• Ensures all multiple project and workshop expenses are reflected on final course statement.
• Organizes for pre-determined honoraria to be paid to speakers and planners
• Operates within the parameters of pre-approved project budgets

Miscellaneous

• Expected to use experience to suggest procedural improvements and improve overall effectiveness, improved services, and/or cost savings
• Assists other CPD staff with the completion of projects in order to ensure the operational efficiency and the reputation of the department is maintained.

WORKING CONDITIONS

• Typical office.
• Travel is required to course sites.
• May require occasionally working outside of the Vancouver area.
• Heavy workload in a busy office with shifting deadlines and priorities.

Environment can be stressful due to the high workload during peak conference seasons and the continually changing requirements of clients. The incumbent must be prepared to work flexible and long hours to meet the conference chair/committee's requirements, which will require working evenings and weekends during selected months in the spring and fall. Occasionally must carry a pager or cell phone. Vacation cannot be taken during period of Sept 15 - Nov 15, and February 1 to May 15 unless with approval from the Conference Services Manager.

Consequence of Error/Judgement

The Division of 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. New or unusual problems are referred to the Conference Services Manager.

• Incorrect reporting co-sponsorship information, accreditation, honoraria amounts could result in the suffering of the reputation of the Division of 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 CPD events
• 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 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 enrolment, financial hardship and other negative consequences.
• Inappropriate behaviour or lack of interpersonal acumen may hurt relationships with clients, suppliers, or industry partners.

Supervision Received

Direction is taken from the Conference Services Manager. Workflow is coordinated by the Conference Services Manager. Responds to needs of conference program and planning committee chairs.

Supervision Given

None

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four 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, and inclusion

Preferred Qualifications

Ability to type 50 w.p.m. Excellent interpersonal, communication (oral and written), planning, financial, organizational and supervisory skills are essential.

• Effective prioritization and customer service skills are also necessary.
• Ability to exercise tact and discretion and work both independently and in a team environment.
• Ability to work effectively under pressure with a high level of attention to detail and to meet deadlines.
• Must have ability to prioritize tasks as often conferences/workshops overlap require timely and careful organizational skills
• Work intensity tends to vary from conference to conference requiring an ability to handle fluctuating work trends
• Ability to work some weekends and additional hours when required

A high level of computer experience required (Word, Excel, Internet publishing softwares, email, PowerPoint, MS Publisher). Ability to learn and adapt to relevant new software programs

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