Job Description
Status: Full-time, Permanent
Vacancies: One
FTE: 1.0
Schedule: Monday - Friday, 8 a.m. - 4 p.m.
Location: Primarily from home in the Calgary Zone with in-person meetings at clinics and Main Office as needed.
The Calgary West Central Primary Care Network (CWC PCN), a leader in the provision of primary care through collaboration, innovation, and teamwork, is seeking a Physician Engagement and Events Coordinator to support our Member Services & Engagement team.
In this role, you will be responsible for the planning, coordination, and execution of the CWC PCN’s engagement and educational activities for physician members. You will support the planning and coordination of various online and in-person events and activities and liaise with presenters, speakers, and primary care partners on full-cycle event planning from identifying learning opportunities to measuring and analyzing the success post-event. In addition, you will provide backup support for other team members and assist with the coordination of other opportunities and administrative duties as assigned.
In this full-time, permanent position you’ll primarily work from home with some in-person meetings at the Main Office or physician clinics as needed. Therefore, the successful candidate must be located within the Calgary Zone or the surrounding area (e.g., Cochrane, Airdrie, Chestermere, etc.)
- Assist and/or lead the planning and coordination of various online and in-person educational and engagement opportunities for physician members, team members, and other key stakeholders.
- Liaise with presenters and speakers to assist with webinar software training, event format development, and partnership opportunities as well as with primary care partners and educational vendors to identify learning opportunities for physicians.
- Research different event formats, software, or media to improve access to events and provide input into event format to maximize impact and maintain audience engagement.
- Use planning tools and checklists to manage all tasks associated with engagement and educational activities and budgets. Ensure tasks are completed by all project team members in a timely manner.
- Manage all educational and engagement event venue logistics and/or webinar software features, creating registration forms for events and setting up automatic reminders for registrants.
- Prepare and maintain the calendar of events and promotion schedule, assisting with mapping out educational and engagement event plans and content and serving as a resource person/main point of contact for events and meetings.
- Develop PowerPoint presentation slides as required and in compliance with CWC PCN branding guidelines.
- Create event workback schedules and collaborate with the Communications department to develop and execute communication plans while ensuring brand compliance and effective marketing.
- As needed, draft promotional news items and invitation messaging and customize registration forms based on event requirements and capacities.
- Ensure event materials are posted on appropriate website locations and shared with zone partners per communication plans.
- Coordinate communication with members regarding no shows and resulting consequences.
- Responsible for data collection and analysis of educational and engagement events to support ongoing monitoring and evaluation.
- Recommend survey goals and draft questions to design and launch evaluation forms and/or online surveys. Develop and implement post-event surveys.
- Manage and maintain the engagement tracker; track physician and clinic manager engagement, including no shows, in the engagement tracker.
- Initiate and coordinate an annual review of the engagement tracker to identify and implement improvements to the tracking system.
- Provide regular reports on registration, attendance, and all relevant event information to key stakeholders.
- Attend and provide coordination and administrative support at educational and engagement events as needed.
- Order catering and coordinate with venues, ensuring selections are budget appropriate and event needs are met.
- Review contracts and invoices as needed to ensure accuracy.
- Comply with privacy and records retention policies and guidelines.
Education: A post-secondary diploma or certificate in project management and/or event planning is required. A bachelor’s degree and/or education in adult learning principles is an asset.
Experience: A minimum of two years’ experience in event planning and/or a meeting coordination role and customer service experience is required. Experience in event registration software and evaluation software is an asset.
Technical: Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Alchemer, other event-related software and equipment including A/V equipment, webinar software, and registration form software.
Background check: A clear Criminal Background check is required to start.
Vaccination: This role requires the incumbent to be fully vaccinated against COVID-19 (i.e., have received all doses that are recommended by Health Canada) and must be able to provide proof of vaccination.
We have been recognized as an Alberta Top 75 Employer for 2023. Employees of the CWC PCN enjoy a competitive salary and benefits package that includes employer-paid premiums for health and dental benefits, health spending/wellness account, eligibility to contribute to our group RRSP plan and receive an employer match, flexible working options, generous vacation and personal time off allowances, education days, as well as professional development opportunities.
The CWC PCN is a leader in the provision of primary care through collaboration, innovation, and teamwork, creating healthy patients and satisfied providers.
The CWC PCN is committed to providing a physically, emotionally, and psychologically safe environment for all workers, patients, and visitors. We are also committed to promoting policies internally that ensure team members across the organization feel they belong and can perform to their best capacity in a supportive and respectful work environment.
Due to the high volume of applications we receive, only those who apply through LinkedIn or the CWC PCN website will be moved forward in the recruitment process. This is a necessary step as we require important information from our online application form. Please include your cover letter and resume when submitting your application.
Our hiring practices ensure that all qualified candidates are considered and decisions are merit-based. We invite applicants of all racial and ethnic backgrounds, ancestry, religious beliefs, gender/gender identity, sexual orientation, age, family/marital status, and physical and mental disabilities.
The CWC PCN welcomes and encourages applications from persons with disabilities or those needing an accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request an accommodation, please email careers@cwcpcn.com.
We thank all applicants for their interest; however, only shortlisted candidates will be contacted.
Posting will remain open until the role is filled.
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