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Job Summary

The Events Coordinator is responsible for strategic direction and oversight of all events in the Department of Microbiology & Immunology (MBIM). The Coordinator researches and analyzes departmental needs and recommends event strategies, based on input from multiple stakeholders. Events will range from small scale activities (lectures, seminars) to large events (symposiums, conferences) with more than 150 participants.

Organizational Status
The position reports to the Director of Operations while receiving direction from the Head of Department. The position will work collaboratively with staff, faculty, and trainees to execute events.

Work Performed

• Plans, organizes and executes a variety of events in support of the strategic goals of the Department of Microbiology & Immunology.

• Conceptualizes and generates a framework for events in collaboration with faculty, staff and partners.

• Develops event plans and carries out all arrangements around preparation for and managing successful events.

• Collaborates with the Communications Coordinator in developing communication plans for events and strategies to increase event attendance and engagement.

• Develops, recommends, and implements guidelines and procedures affecting event planning and administration of the various events.

• Manages venue options and feasibility of locations and negotiates all event-related venue and catering contracts.

• Works with the Communications Coordinator in the design and development of web site content, brochures, programs, electronic media, sponsor, and advertising materials for events.

• Negotiates costs of event venues and services; .

• Manages virtual and hybrid events including registration, coordinating multiple speakers, simultaneous interpretation, virtual exhibitors, recordings and post event reporting.

• Produces and compiles materials including abstracts, schedules and contact lists for events as required.

• Partners with the Department Head to develop strategic direction for alumni engagement including alumni events.

• Facilitates the participation of senior-level academic speakers for events, facilitate senior level Faculty recruitment and engagement for events, and liaises and coordinates with volunteers, presenters, speakers, and committee members.

• Develops budgets and controls events revenues.

• Acts as the MBIM staff representative on various committees, as appointed.

Consequence of Error/Judgement
Lack of effort or poor judgment could seriously impair the public image of the Department of Microbiology and Immunology and impact the reputation of the University.

Supervision Received
Works with considerable latitude. Self-directed once priorities are set. Work is reviewed in terms of achievement of departmental objectives.

Supervision Given
May manage staff and be responsible for hire, evaluation, discipline and termination.

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.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Experience in developing, planning and implementing successful events, with a solid background in budget development as well as forecasting and reporting.

Undergraduate degree in a relevant discipline preferred.

Thorough knowledge of the University environment, University policies and protocol is preferred.

Ability to analyze problems, identify key information and issues, and effectively resolve.

Ability to exercise sound judgement.

Ability to exercise tact and discretion.

Ability to communicate effectively verbally and in writing.

Ability to maintain accuracy and attention to detail.

Ability to record and organize information.

Ability to effectively use standard office software at an intermediate level (e.g. Outlook, MS Word, MS Excel, Google Docs).

Knowledge of video conferencing and social collaboration platforms (e.g. MS Teams)

Ability to efficiently and effectively coordinate tasks with multiple deadlines

Analytical and problem-solving skills are required; along with effective conflict resolution skills with the proficiency to effectively analyze and develop solutions while exhibiting diplomacy and tact.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to provide quality service to customers in a courteous, patient manner.

Excellent public relations skills.

Ability to work effectively independently and in a team environment.