Intermediate Coordinator, Event Management

2 months ago


Ottawa, Canada University of Ottawa Full time

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
N/A

**Job Family**:
Event Management

**# of Open Positions**:
1

**Faculty/Service - Department**:
Office of Continuing Professional Development

**Campus**:
725 Parkdale - TOH Civic

**Union Affiliation**:
SSUO

**Date Posted**:
October 10, 2024

**Applications must be received **BEFORE**:
October 21, 2024

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 07

**Salary Range**:
$56,626.00 - $71,528.00

About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

**Position purpose**:
The Event and Administration Coordinator is responsible for supporting the Continuing Professional Development (CPD) office in the area of online registration, telephone support and all logístical operations for large groups and other CPD conference activities.

**In this role, your responsibilities will include**:

- Registration: Customizes contracts for clients. Liaises, creates and oversees custom branded registrations based on the client's need and specific requirements. Creates registration invoices for large groups and custom registration links as required.
- Records Management: Maintains a tracking sheet of all payments outstanding and received. Inputs paid registrations into the OEMS to reflect status. Compiles registration data following each course/events for the unit’s Finance Officer. Creates and distributes certificates to attendees when applicable as well as evaluations post event.
- Financial Reconciliation: Ensures financial data from a course/event is accurate and works with the Finance Officer to reconcile finances for each course/event. Processes reimbursements to registrants needing refunds.

**What you will bring**:

- College diploma in Office administration or in another relevant field and/or a minimum of 3 years relevant work experience related to office administration including registration management and event assistance
- Excellent communication skills for dealing with various stakeholders including healthcare professionals and the public
- Willingness to learn new skills and integrate them into work with diverse groups of people
- Proven proficiency in using an online registration system, the Internet and all Microsoft software such as Word, Excel, PowerPoint and Outlook.
- Ability to work under pressure, multitask, organize and prioritize work
- Knowledge of social media tools to provide up-to-date communication tools for CPD office
- Bilingualism - both French and English (spoken and written)

**Key Competencies at uOttawa**:
Here are the required competencies for all or our employees at uOttawa:
**Planning**:Organize in time a series of actions or events in order to realize 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.

**Note: if this is a union position**:The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 - Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.


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