About the Faculty of Medicine: Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state‑of‑the‑art facilities and specialized institutions as they learn alongside world‑class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.
Position Purpose
The Event and Administration Coordinator is responsible for supporting the Continuing Professional Development (CPD) office in the area of online registration, telephone support and all logistical operations for large groups and other CPD conference activities.
Responsibilities
- Conference Preparation: Creates all webpages on the event’s website and mobile application using an online event management system (OEMS) with the information provided; uploads required information for speakers and registrants to download before and during the event; follows a pre‑event checklist of tasks including name badge preparation, sponsor information, committee and attendee planning and other logistics.
- Registration: Customizes contracts for clients; liaises, creates and oversees custom‑branded registrations based on the client’s needs and requirements; creates registration invoices for large groups and custom registration links as required.
- Support & Troubleshooting: Provides on‑site support to Conference Planners with signage and directing; resolves all issues related to the OEMS before, during or after events for planners,
clients and registrants; identifies and rectifies registration and payment issues received by telephone or email.
- Records Management: Maintains a tracking sheet of all payments outstanding and received; inputs paid registrations into the OEMS; compiles registration data for the finance officer; creates and distributes certificates to attendees and evaluations post event.
- Financial Reconciliation: Ensures financial data from a course/event is accurate and works with the finance officer to reconcile finances for each event; processes reimbursements to registrants needing refunds.
What you will bring
- College diploma in office administration or a relevant field and/or a minimum of 3 years relevant work experience related to office administration including registration management and event assistance.
- Excellent communication skills for dealing with various stakeholders including healthcare professionals and the public.
- Willingness to learn recent skills and integrate them into work with diverse groups of people.
- Proven proficiency in using an online registration system, the internet and all Microsoft software such as Word, Excel, PowerPoint and Outlook.
- Ability to work under pressure, multitask, organize and prioritize work.
- Knowledge of social media tools to provide up‑to‑date communication tools for the CPD office.
- Bilingualism – both French and English (spoken and written).
Key Competencies
- Planning: Organize a series of actions or events in order to realise an objective or project; plan and organise own work and priorities in regular daily activities.
- Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results; be proactive and self‑starting; show availability and willingness to go above and beyond whenever possible.
- Client Service Orientation: Help or serve others to meet their needs; anticipate and identify the needs of internal and external clients and find solutions to meet them.
- Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goals; accept and give constructive feedback; adjust own behaviour to reach team goals.
Employment Conditions
Union Affiliation: SSUO – hiring is governed by the current collective agreement. Union members should note that the hiring process will be managed according to that agreement.
The University of Ottawa embraces diversity and inclusion. We welcome applications from Indigenous, racialised, persons with disabilities, women and LGBTQIA2S+ persons. We are committed to creating and maintaining an accessible, barrier‑free work environment. Applicants with disabilities may contact to communicate accommodation needs.
E‑e‑o statement: All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Covid‑19 Vaccination: Prior to May 1, 2022 the University required full vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any time.
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📌 Intermediate Coordinator, Event Management (Ottawa)
🏢 University of Ottawa
📍 Ottawa
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