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Event Assistant, Continuing Medical Education, Cumming School of Medicine

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Job ID: 12142

Updated: February 25, 2017

Location: Foothills Campus

Position Overview

The Department of Continuing Medical Education in the Cumming School of Medicine invites applications for 2 (two) Event Assistant(s).  This Fixed Term Recurring Part-time position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

Reporting to the Program Manager, this position is responsible for assisting with 10 to 14 Continuing Medical Education courses, annually, some which may be of up to a duration of 4 to 5 days. Courses may be of a local, provincial, national or international scope and could vary in format from asynchronous and synchronous online program, classroom courses, to symposia and scientific congress.  Occasional travel out of town, use of own personal vehicle for transportation of course materials, and physical activity/lifting of course supplies.

Recurring Part Time employees work an irregular work schedule.

 

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Disseminate information to participants regarding event, location, parking, online program instructions, and other relevant course details
  • Disseminate information to speakers regarding their topic, presentation time and location, online program instructions and other relevant course details
  • Act as information resource person to answer questions of paperwork pertaining to faculty, speakers, participants, exhibitors, including registration, online program procedures, payroll requisitions, travel claims, expense claims, cheque requisitions, grant applications and credit applications
  • Preparation for programs and courses. Including brochure distribution, social media feeds, equipment and supplies collection, and delegate package preparation
  • Prepare and distribute mail-outs. Places advertisements in appropriate journals and newspapers, obtaining quotations, proofing and approving ad copy in conjunction with appropriate internal and external personnel
  • Collects presentations and handouts from faculty, coordinate printing, delivery and distribution of syllabi and marketing material
  • Research and reserve suitable teaching space in a variety of venues, as well as determining appropriate room arrangement. Determines audio-visual and teaching needs, including arranging for technician, equipment and set up, which may require the set-up and monitor of equipment when technician is not available
  • On-site management of courses, including pro-active response and resolution of problems in a timely and professional manner
  • Liaise with various event-site support staff such as set-up staff, catering and clerical staff to ensure the various course needs are met, delegating work when necessary
  • Assist with registration, check-in and check-out
  • Book and coordinate planning committee meetings for Education Consultant, Program Manager, or Director. May be requested to attend meetings and to take and distribute minutes

Qualifications / Requirements:

  • Post-Secondary education in an area such as Business, Hospitality or Education, plus 3 or more years experience in a business environment, or comparable experience in event or conference planning or proven administration skills
  • Business administration, office organization and meeting management
  • Advance knowledge of Microsoft Office (Word and Excel)
  • Working knowledge of Microsoft Office (Access and PowerPoint)
  • Demonstrate exceptional organizational and time management skills
  • Excellent interpersonal skills displaying professionalism, tact and diplomacy
  • Knowledge of University on-line systems such as PeopleSoft as well as other University systems and procedures would be an asset
  • Some knowledge of the health care industry and terminology would be beneficial
  • Working knowledge of a variety of audio-visual equipment such as overhead projectors, data projectors and laptops

Application Deadline:  February 24, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

 

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website

 

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to become one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary believes that a respectful workplace, equal opportunity and building a diverse workforce contribute to the richness of the environment for teaching, learning and research, and provide faculty, staff, students and the public with a university that reflects the society it serves. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


 

 

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