EVENT COORDINATOR

Job Title:  Events Coordinator

Job Code:  UJD180

Pay Grade:  6

An Events Coordinator is required for a part-time position in the Department of Medicine.

Job Summary:

Responsible for the planning, implementation, evaluation, and assessment of various departmental events, activities and exhibits.  Provide lead hand supervision and is responsilbe for the quality and quantity of work of others.

Accountabilities:

• Plans and executes logistics for events and exhibits.
• Provides recommendations on the suitability of space, venues, and set up for various events.
• Coordinates the use of all facilities and meeting space within the department. Ensures that venues are booked, setup, cleaned, and that food service, and equipment rentals are provided.
• Distributes evaluation surveys to event attendees and volunteers and collects feedback. Reviews and uses survey feedback to assess and improve future events and activities.
• Prepares a briefing report after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
• Monitors and reconciles event costs and verifies accuracy of all expenses incurred.
• Compiles and prepares information to be used for the annual event planning schedule.
• Attends events to monitor arrangements and ensures smooth functioning of all activities.
• Receives and responds to issues that arise during events.
• Determines the number of volunteers required to staff an event and coordinates how they will be used to operate events.
• Liaises with facilities personnel and suppliers of contracted services to ensure that all services agreed to have been provided.
• Provides supervisor with recommendation to seek new contractors or to renew existing contracted services.
• Writes and disseminates announcements and promotional information through website and emails.
• Creates and maintains event invitee and attendance records.
• Provides services and facilities information to clients.
• Orders and maintains inventory of materials and supplies.

Qualifications:

2 year Community College diploma in Event Management or related field.

Experience:

Requires a minimum of 2 years of relevant experience.

Assets:

Additional Information:

This position could extend.