Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
December 1, 2025At 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
The incumbent in this position is responsible for managing and supporting the preparation, planning and co-ordination of Continuing Professional Development (CPD) Conferences (virtual and in-person formats) and is responsible for overseeing complex registration team support. This person is also responsible for ensuring that all levels of coordination of multiple ongoing conferences (in person, hybrid and virtual formats) are implemented effectively, successfully, within budget, utilizing a variety of computer and organizational & prioritizing skills.
ORGANIZATIONAL STATUS
This position reports to the Conference Services Director, CPD.
· Works closely, collegially, and collaboratively with the other CPD staff in the conference services and education and research group.
· Interacts regularly with various departments on campus (within and outside of the Faculty of Medicine), administrators off campus and hospital departments, conference chairs, planning committees, external services providers, hotels, and conference participants.
WORK PERFORMED
¨ Able to independently organize, implement, and execute multiple conferences with minimal supervision across multiple delivery formats with overlapping timelines.
¨ Coordinates all event logistics, including complex professional audio-visual needs and set up, speaker coordination, abstract management, event catering requirements, and offsite special event coordination.
¨ Able to support in various roles other CPD conferences in various planning phases.
¨ Reviews program evaluation data and suggests areas of improvement.
¨ Drafts and sends sponsorship appeal letters and follows up to solicit support.
¨ Accountable to meet minimum support goals.
¨ Follows up with sponsor/support contacts for definitive answers.
¨ Invoices and collects all outstanding funds from sponsoring agencies.
¨ Arranges industry exhibit booth set up and logistics
¨ Oversees that all arrangements are properly carried out by venue staff when events are held in outside facilities
¨ Deals with hotels and venues with services issues and follows up to ensure best practices.
¨ Coordinates invited speaker logistics, including international waivers, travel, and hotel arrangements.
¨ Supports virtual speakers and moderators on how to present effectively in a virtual platform
¨ Reviews medical presentations documents to ensure adult learning principles are followed and best practices guidelines are adhered to.
¨ Accountable to ensure guidelines are followed and keeps up to date on medical accreditation guidelines for specialists and primary care physicians.
¨ Designs conference and workshop websites and virtual platform design assets using best practices of graphic design.
¨ Creates visual assets for use across various virtual platforms.
¨ Designs special posters, postcards and other print marketing materials, reminder flyers, registration packets for course delegates and other handouts.
¨ Drafts specific sub-event budgets
¨ Responsible for careful handling of project budgets, ensuring accurate billing, issuing invoices, following up with outstanding accounts and unpaid invoices
¨ Calculating cost saving techniques for improved project expenses
¨ Oversees the solicitation and collecting of project support funding
¨ Ensures all multiple project and workshop expenses are reflected on final course statement.
¨ Organizes for pre-determined honoraria to be paid to speakers and planners
¨ Operates within the parameters of pre-approved project budgets
Miscellaneous
¨ Expected to use experience to suggest procedural improvements and improve overall effectiveness, improved services, and/or cost savings
¨ Assists other CPD staff with the completion of projects in order to ensure the operational efficiency and the reputation of the department is maintained.
WORKING CONDITIONS
· Typical office.
· Travel is required to course sites.
· May require occasionally working outside of the Vancouver area.
· Heavy workload in a busy office with shifting deadlines and priorities.
Environment can be stressful due to the high workload during peak conference seasons and the continually changing requirements of clients. The incumbent must be prepared to work flexible and long hours to meet the conference chair/committee’s requirements, which will require working evenings and weekends during selected months in the spring and fall. Occasionally must carry a cell phone. Vacation cannot be taken during period of Sept 15 – Nov 15, and February 1 to May 15 unless with approval from the Conference Services Director.
CONSEQUENCE OF ERROR/IMPACT OF DECISION
The Division of 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. New or unusual problems are referred to the Conference Services Director.
¨ Incorrect reporting co-sponsorship information, accreditation, honoraria amounts could result in the suffering of the reputation of the Division of 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 CPD events
¨ 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 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 enrolment, financial hardship and other negative consequences.
¨ Inappropriate behaviour or lack of interpersonal acumen may hurt relationships with clients, suppliers, or industry partners.
SUPERVISION RECEIVED
Direction is taken from the Conference Services Director. Workflow is coordinated by the Conference Services Director. Responds to needs of conference program and planning committee chairs.
SUPERVISION GIVEN
None
Minimum Qualifications
-High School graduation, plus two-year post-secondary diploma, plus four 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: Significant experience in event management and/or project management in a non-funded or private organization with overlapping deadlines.
Skills:
Ability to type 50 words per minute accurately
· Some education or combined experience in Project Management, Hotel Management, Hospitality, Tourism, or Event Management.
Excellent interpersonal skills, enabling effective communication and collaboration with colleagues, speakers, sponsors, and other stakeholders.
Strong planning skills to organize multiple tasks, timelines, and events simultaneously, while anticipating potential challenges and solutions.
Strong financial skills to assist with budget tracking, invoicing, and ensuring accurate recording of conference-related expenses.
Supervisory skills to coordinate and provide support for colleagues, contractors, and external vendors involved in conference planning and execution.
Effective prioritization and customer service skills are also necessary.
Ability to exercise tact and discretion and work both independently and in a team environment.
Ability to work effectively under pressure with a high level of attention to detail and to meet deadlines.
Must have ability to prioritize tasks as often conferences/workshops overlap require timely and careful organizational skills
Work intensity tends to vary from conference to conference requiring an ability to handle fluctuating work trends
Ability to work some weekends and additional hours when required
A high level of computer experience required (Word, Excel, Internet publishing softwares, email, PowerPoint, MS Publisher). Ability to learn and adapt to relevant new software programs.