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Job Description

MED Dean Administration

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

This position has a term length of 3 years and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - North Campus Edmonton.

Working for 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department summary

The Faculty of Medicine & Dentistry at the University of Alberta is one of the world's elite academic health sciences centres, where top students are taught by award-winning educators and mentored by renowned scientists in a dynamic learning environment.

We conduct our teaching, research and patient care in accordance with the highest international standards. We work with our partners in education, research and health care for the greater good of the local, regional and global community.

Position summary

Reporting to the Deputy Faculty General Manager, the Events & Engagement Coordinator is responsible for planning and executing multiple regularly occurring, strategic and ad hoc events throughout the year, as well as advising on and supporting events initiated by other units within the Faculty of Medicine & Dentistry. The Events & Engagement Coordinator is a champion for enhancing the reputation of the Faculty of Medicine & Dentistry.

The Events & Engagement Coordinator plans a number of high-profile events as required by the Office of the Dean. This includes full schedule management for visiting distinguished scholars (meetings, events, engagement opportunities), and large-scale public engagement events. In addition, the Events & Engagement Coordinator is responsible for planning and execution of a number of internal events throughout the year including student, staff, and faculty engagement events and strategic planning retreats.

The Events & Engagement Coordinator is responsible for providing support to colleagues throughout the faculty who are leading events. This support includes supporting the marketing of events in collaboration with the Faculty’s Communication and Marketing partner, providing coaching at both a strategic and tactical level and providing tactical event planning support (e.g. identifying resource needs, booking venues, catering)

Duties

• Works with the Events Centre of Expertise (CoE) to ensure alignment to all University of Alberta brand guidelines, alignment to event planning policies and procedures and compliance with event scheduling guidelines. Works with Events CoE from the beginning in planning and executing any events targeted to external audiences in cases for alumni events and donor announcements over $1M.
• Ensures event objectives align with goals and objectives of faculty and/ or unit
• Develops event plans including purpose, goals/ objectives, logistics, tone, program (speakers, entertainment, etc.), budget, stakeholders and partners
• Plans events from start to finish including setting priorities, identifying resource needs and adjusting timetables as required.
• Prepares event budget for approval by supervisor or funding stakeholder; approves expenditures as outlined by the approved event budget; processes invoices; maintains and tracks event budgets from year to year
• Coordinates contracts with vendors and adheres to UofA financial policies and procedures
• Identifies and schedules appropriate speakers, acts as the primary contact for speakers including providing briefings and coordinating speaking notes.
• Ensures proper diplomacy and protocol is being met for each event. For example, introduction and order of speakers, seating assignments, security, special requirements of VIPs, etc.
• Liaises with important stakeholders involved in the event including senior leadership, faculty members, donors, alumni, government officials, foundations, etc. Consults with the Centres of Expertise in Development, Alumni Relations and Government Relations in advance regarding outreach to these groups.
• In coordination with the communications & marketing team, ensures that event marketing produced by internal stakeholders is aligned with the faculty's brand, UofA visual identity guidelines and overarching event objectives; elevates larger issues to supervisor

Qualifications

• Bachelor's degree preferred, or a combination of event management diploma and experience
• Minimum of five years of experience that includes event or project planning and implementation and stakeholder engagement, preferably in a post-secondary environment
• Project Management Level 1 & 2 certification an asset
• Ability and experience working within a fast-paced, demanding environment with competing priorities
• Demonstrated ability to multitask, prioritize and meet deadlines while working on multiple projects at the same
• Demonstrated organizational, planning, and time management skills
• Ability to work independently and effectively with cross-functional teams
• Excellent oral communication, interpersonal and problem-solving skills
• Proficiency in multiple software programs (Microsoft Suite, Gmail, Adobe, lnDesign, Photoshop, email marketing software and website management systems)
• Proficiency in running webinars and virtual meetings
• Experience or training on website development or maintenance (Cascade level 1 & 2)

How to Apply

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

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