Conference Services Coordinator

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A Job Title Conference Services Coordinator Department Conference Services | Continuing Professional Development | Faculty of Medicine Compensation Range The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date September 18, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date September 22, 2026 - Please note this position is a 1 year term with the possibility of extension._ 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 SUMMARY Providing full hybrid, in-person, and virtual conference management services "from conception to execution" (representing from 50-1000 attendees) with up to 100 speakers/contributors per event. Major responsibilities include researching the learner audience and clients' needs, and advising on conference planning/execution. Preparing needs assessments, designing and operating online virtual conference platforms, preparing design virtual assets, preparing marketing content for sales plans, coaching presenters on virtual platform and presentation techniques, meeting with scientific committee planner groups, leading planning overlapping timelines, overseeing and performing live production for in person, virtual and hybrid events as ‘lead show runner’, managing up to 12 - 14 complex/multidimensional high profile events and conferences annually occurring simultaneously (in BC and some possible travel within Canada); and performing other related duties. ORGANIZATIONAL STATUS Reports to the Conference Services Director of the Division of Continuing Professional Development (UBC CPD). Works closely, collegially and collaboratively with the Finance/Administration Coordinator and the Marketing Coordinators. Interacts regularly with various departments on campus, administrators of campus and hospital departments, conference chairs and planning committees, external services providers, hotels and conference participants. Supervises registration staff members on site. WORK PERFORMED 1. Develops and conceptualizes all elements of event planning for conferences, including event logistics, contract negotiation and accurate, timely communications for clear expectations of event delivery. 2. Researches and makes recommendations on the strategic plan for each conference to provide full conference management services including planning and production schedules with multiple, simultaneous events. Solicits and negotiates sponsorship and exhibiting revenues for individual conferences from $50,000 to $300,000 in potential revenues per conference. 3. Provides content and direction to marketing team for all assigned conferences and events and ensures communication and execution of all print, public announcements, and development of final marketing materials. 4. Works collaboratively with internal and external units, groups, suppliers, etc. to create, manage, coordinate and execute virtual events. 5. Resolves client and supplier/vendor concerns and disputes of a complex nature. Acts as the main contact for clients during the lifespan of the conference or event which can begin 6 more or months before the live event date. 6. Manages the preparation, speaker training, itineraries, hosting virtual orientations, speaker/course evaluation forms, confirmation letters, course information notices, registration packets for course delegates and other handouts. 7. Maintains current and up-to-date knowledge on several systems: including our website tool (Druple), learning management system (Moodle), project management tool (Asana), online work tools (MS Teams, Slack), virtual platforms (Zoom, Pheedloop, Panopto), online learning tools (Slido, Mural), graphic design suites (Canva), evaluation system (Qualtrics), marketing systems (Envoke), and conference registration system policies (Arlo and Events Air). Maintains current and up-to-date knowledge on special event and industry trends. 8. Manages post-conference evaluations and finalizes conference expenses within prescribed timeline. 10. Accountable that the accreditation standards are fulfilled according to the commercial support and accreditation guidelines. 11. Researches, prepare