Department Program Support

3 weeks ago

Edmonton, Canada University of Alberta Full time

**Department** Faculty of Medicine & Dentistry - Medicine Dept

**Salary range** 47,918.92 to $64,697.48

**Hours per week** 35

**Grade** 7

**Posted date** June 13, 2024

**Closing date** June 27, 2024

**Position Type** Full Time - Trust Funded

**Description**:
This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location** - This role is primarily in-person and based at North Campus, with occasional off-campus events in Edmonton and potential travel outside the city as required.

**Working at the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

**Working for the Department of Medicine**

The Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents).The Department of Medicine's core mission is to undertake outstanding education, research, and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary, multicultural and ethnically diverse collegial environment.

**Position**

The Department of Medicine’s Internal Engagement/Events area is dedicated to assisting our 14 Divisions, along with their faculty, staff, and trainees, in organizing internal engagement activities and events. The Department Program Support - Internal Engagement & Events position will be an integral part of this team, serving as the first point of contact for staff and faculty within the department. This highly functioning team consists of four positions, all reporting to the Internal Engagement and Events Team Lead in the Department of Medicine.

**Duties**
- Plans, oversees and executes events such as courses, conferences, retreats, rounds, lectureships, annual awards dinner, DoM Annual General Meeting, Administrative Professionals Day, visiting speakers, colloquia events, receptions for the DoM and it's 14 divisions and events or projects that arise
- Schedules and coordinates event-related activities including scheduling rooms, organizing equipment, ordering catering, booking travel and accommodation, and assembling event materials
- Prepare packages and resources as required for participating healthcare providers, speakers, sponsors, etc. Using a variety of methods and media to prepare, produce, and distribute special or promotional assets (posters, signage, and other graphics)
- Assists with the development, design, and production of publications on program(s) in accordance with established university branding guidelines policies/procedures
- Creates and maintains spreadsheets and/or databases for tracking and project management purposes. Prepares standard and post-event reports
- Compiles and sends out surveys or information requests. (environmental scans as required for event accreditation) for review
- Initiates purchase requisitions, purchase orders, and invoices through SupplyNet. Initiates vendor payments
- Provides cross-coverage for the DoM Internal Engagement and Events Coordinator
- Contacts sponsors for financial contribution and supports accreditation for events

**Minimum Qualifications**
- High school diploma plus post-secondary courses, diploma, or certificate in a related field
- Minimum 5 years experience in a post-secondary department/unit. Clinical department experience preferred. A combination of education and experience will be considered
- 3-5 years of experience in event planning; internal engagement; and volunteer management. Working knowledge of managing event budgets
- Excellent verbal and written communication and customer service skills
- Self-starter, problem solver, strong organizational skills, ability to get along with and assist colleagues
- Ability to work with cross-functional and intercultural teams effectively.Ability to work in a fast-paced environment, with constantly shifting priorities
- Comfortable with problem-solving and decision-making and capable of working independently on projects when required
- A valid driver's license is required

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