Conference Services Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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

Job End Date

Please note this position is a 1 year term with the possibility of extension.

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

Providing full hybrid in-person and virtual conference management services from conception to execution (representing from 50-1000 attendees) with up to 100 speakers/contributors per event.

Major responsibilities include researching the learner audience and clients needs and advising on conference planning/execution. Preparing needs assessments designing and operating online virtual conference platforms preparing design virtual assets preparing marketing content for sales plans coaching presenters on virtual platform and presentation techniques meeting with scientific committee planner groups leading planning overlapping timelines overseeing and performing live production for in person virtual and hybrid events as lead show runner managing up to 12 - 14 complex/multidimensional high profile events and conferences annually occurring simultaneously (in BC and some possible travel within Canada); and performing other related duties.

ORGANIZATIONAL STATUS

Reports to the Conference Services Director of the Division of Continuing Professional Development (UBC CPD). Works closely collegially and collaboratively with the Finance/Administration Coordinator and the Marketing Coordinators. Interacts regularly with various departments on campus administrators of campus and hospital departments conference chairs and planning committees external services providers hotels and conference participants. Supervises registration staff members on site.

WORK PERFORMED

1. Develops and conceptualizes all elements of event planning for conferences including event logistics contract negotiation and accurate timely communications for clear expectations of event delivery.

2. Researches and makes recommendations on the strategic plan for each conference to provide full conference management services including planning and production schedules with multiple simultaneous events. Solicits and negotiates sponsorship and exhibiting revenues for individual conferences from $50000 to $300000 in potential revenues per conference.

3. Provides content and direction to marketing team for all assigned conferences and events and ensures communication and execution of all print public announcements and development of final marketing materials.

4. Works collaboratively with internal and external units groups suppliers etc. to create manage coordinate and execute virtual events.

5. Resolves client and supplier/vendor concerns and disputes of a complex nature. Acts as the main contact for clients during the lifespan of the conference or event which can begin 6 more or months before the live event date.

6. Manages the preparation speaker training itineraries hosting virtual orientations speaker/course evaluation forms confirmation letters course information notices registration packets for course delegates and other handouts.

7. Maintains current and up-to-date knowledge on several systems: including our website tool (Druple) learning management system (Moodle) project management tool (Asana) online work tools (MS Teams Slack) virtual platforms (Zoom Pheedloop Panopto) online learning tools (Slido Mural) graphic design suites (Canva) evaluation system (Qualtrics) marketing systems (Envoke) and conference registration system policies (Arlo and Events Air). Maintains current and up-to-date knowledge on special event and industry trends.

8. Manages post-conference evaluations and finalizes conference expenses within prescribed timeline.

10. Accountable that the accreditation standards are fulfilled according to the commercial support and accreditation guidelines.

11. Researches prepares reports and makes recommendations by providing statistical information or other information to the Conference Services Director.

12. Provide survey and data access to the Evaluation and Leadership Units.

13. Assists with other live event production delivery for the live event dates throughout the year.

CONSEQUENCE OF ERROR

The Division of UBC CPD is responsible for the overall presentation and success of the various courses conferences and events. The incumbent applies knowledge of procedures guidelines and regulations and exercises the connections that have been established with various CPD organizers in order to make decisions based on these guidelines and precedents.

- Incorrect reporting co-sponsorship information accreditation honoraria amounts could result in the suffering of the reputation of the Division of UBC CPD as perceived by other Department heads and teaching personnel
- Incorrect or inaccurate desktop publishing and production of brochures and flyers could result in distribution of misinformation dissatisfaction of clients and potential legal and financial liability to the participants of the conferences
- Erroneous input or construction of the databases could result in misleading information of clients faculty members or pharmaceutical contacts which could lead to loss of revenue sponsorship or human resources as presenters and teachers of CPD/CME events.
- Failure to work with course coordinators/committees may lead to suffering of reputation of Division of Continuing Professional Development. Errors can also adversely affect the success and credibility of and event potentially resulting in lower enrollment financial hardship and other negative consequences.
- Inappropriate behaviours appearance representation or lack of interpersonal acumen may hurt relationships with clients suppliers or industry partners.

SUPERVISION RECEIVED

Works independently under minimal direction within constraints of policies and guidelines. Work is reviewed for achievement of well executed conferences and events within budget and within the set timelines. Also we support innovative ideas and procedures in conference and event planning. Workflow is coordinated by the Conference Services Director. Responds to needs of conference program chairs. Communicates directly with conference coordinators on programs delegated by the Conference Services Director.

SUPERVISION GIVEN

Provides supervisory responsibilities to administrative support team in addition to part-time event assistants. Trains evaluates supervises up to and including point of termination if necessary.

MINIMUM QUALIFICATIONS

Two year diploma in Hotel Management Hospitality Tourism or Event Management. Minimum two years of related experience or an equivalent combination of education and experience.

PREFERRED QUALIFICATIONS

Willingness to respect diverse perspectives including perspectives in conflict with ones own.

Certified Meeting Planner (CMP) designation preferred. A minimum of two years related experience or two years relevant project management and/or event planning experience preferred. Experience in organization and delivery of complex online/virtual events an asset.

Leadership experience in conference planning or in convention services preferred.

Leadership experience in traditional conference planning or in convention services preferred. Experience with conceptualizing and executing complex social events preferred.

Ability to maintain accuracy and attention to detail.

Ability to effectively manage multiple tasks and priorities.
Ability to effectively recruit train supervise and motivate employees.
Intermediate to advance level of computer experience required (MS Word MS Excel Outlook Internet publishing softwares PowerPoint PageMaker Adobe Illustrator and Database).
Ability to learn and adapt to relevant new software programs.
Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g. forms letters).

Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest.
Ability to make thoughtful informed and thorough decisions.
Ability to analyze problems investigate key information and issues take initiative in decision-making and effectively resolve problems
Ability to exercise tact and judgment.
Excellent oral and written communication skills.
Demonstrated ability to effectively communicate and interact with empathy understanding and respect of diverse and divergent perspectives and behaviours.