Conferences Associate

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Conferences Associate

Department

Conference Services | Continuing Professional Development | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

November 17, 2025

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

Job End Date

December 1, 2025

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

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 is responsible for overseeing complex registration team support. This person is also responsible for ensuring that all levels of coordination of multiple ongoing conferences (in person, hybrid and virtual formats) are implemented effectively, successfully, within budget, utilizing a variety of computer and organizational & prioritizing skills.

ORGANIZATIONAL STATUS

This position reports to the Conference Services Director, 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 off campus and hospital departments, conference chairs, planning committees, external services providers, hotels, and conference participants.

WORK PERFORMED

Conference Preparation

¨ Able to independently organize, implement, and execute multiple conferences with mínimal supervision across multiple delivery formats with overlapping timelines.

¨ 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.

¨ Able to support in various roles 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.

¨ 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.

¨ Coordinates invited speaker logistics, including international waivers, travel, and hotel arrangements.

¨ Supports virtual speakers and moderators on how to present effectively in a virtual platform

¨ Reviews medical presentations documents to ensure adult learning principles are followed and best practices guidelines are adhered to.

¨ Accountable to ensure guidelines are followed and keeps up to date on medical accreditation guidelines for specialists and primary care physicians.

Desktop Publishing/Word Processing

¨ Designs conference and workshop websites and virtual platform design assets using best practices of graphic design.

¨ Creates visual assets for use across various virtual platforms.

¨ Designs special posters, postcards and other print marketing materials, reminder flyers, registration packets for course delegates and other handouts.

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 workloa