Event Coordinator

The UPEI Faculty of Medicine is partnered with Memorial University to operationalize the Memorial University Regional Campus, Medical Degree program on PEI. Reporting directly to the Manager, Learner Well-Being and Success Office (LWS) at UPEI, the successful applicant will work as part of a collaborative team. The successful applicant will primarily support event planning/coordinating and support the website maintenance process. This role will also support student interest groups and various complex and sensitive issues and tasks within the Learner Well-Being and Success Office. The successful applicant will build and foster relationships within UPEI and the Memorial University Faculty of Medicine LWS office team.

**RESPONSIBILITIES**:

- Serve as the UPEI Faculty of Medicine event lead for the Memorial Regional campus, planning, overseeing and managing the week-long Orientation, the White Coat Ceremony and Graduation events for the undergraduate Medicine learners and any additional events as needed by the faculty of Medicine
- Provide special event guidance and support for other groups, both internal and external to our office, to assist with event planning and promotion (OR Scrub Course, Phase 4 Prep, CaRMS events, Research Forum, etc)
- Develop and oversee event plans, including budgets, timelines, risk assessment/management, protocol, and operations (venue, catering, parking, production, labour, etc.)
- Obtaining quotes for catering and/or other logistics during events
- Work closely with colleagues in the Faculty of Medicine, Communications Advisement Team to coordinate event communications strategies, which may include traditional media relations, social media, and digital strategies; marketing and collateral materials; and coordinate documentation of key events (through photos, audio, and/or video)
- Work with Conference Services and Facilities Management for scheduling and venue booking to fulfill the needs for the particular event
- Corresponding with event participants
- Organizing and directing learners, staff and volunteers who assist with events
- Drafting and reviewing event materials, including the event scenario and speaking points for the emcee of the event
- Ensure proper set-up/tear-down before and after each event
- Updating website content and in coordination with the Communications Advisement Team to promote events through Faculty of Medicine social media accounts
- Provide daily assistance, support and resources for learners on a variety of issues, including learner-led interest groups
- Assist on various committees related to program development, which enrich the medical learner experience
- Work as part of a team and provide support in other areas of the (LWS) office as needed
- Assist with the documentation collection process for new learners, which includes ensuring appropriate forms are completed as well as entering/updating data in One45
- Ensure all activities are carried out within established guidelines, policies and standards
- Perform other duties as required

**QUALIFICATIONS**:

- Bachelor’s degree or diploma in communications, business administration, marketing, events, or hospitality management, or a related field
- Minimum of 3-5 years of directly related, progressively responsible experience, preferably in a complex organization with demonstrated success in strategic event consultation, planning, and execution
- Experience in using a variety of communications tools and vehicles to communicate with internal and external audiences
- Superior interpersonal skills and strong oral and written communication skills are required
- To excel in the position, it would be essential to possess excellent analytical and organizational skills, effective leadership and strategic thinking abilities, and a solid attention to detail

**ASSEST**
- Familiarity with One45
- Experience with website content, updates and maintenance; experience with social media