Events & Project Officer - Québec, Canada - McGill University

McGill University

Verified Company

Québec, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please refer to the

job aid for instructions on how to apply.

Position Summary:
The Faculty of Medicine is entering an exciting period of growth and change.

Reporting to the Associate Director, Preclinical Education, the UGME Events & Projects Officer is responsible for the planning, coordination, and execution of a number of important Medical Education events (such UGME Orientation, White Coat Ceremony, Annual UGME Retreat, and other UGME events as assigned), and provide guidance to academic and administrative leaders on event management.

The UGME Events & Projects Officer develops project infrastructure and provides support for various UGME projects within Medical Education including events which include both Montreal and Campus Outaouais students.

Primary Responsibilities:

Responsible for the planning, coordination, and execution of a number of important Medical Education events- Collaborates closely with the Faculty of Medicine Events Officer to ensure all events are planned in a strategic and coordinated manner and to provide support as needed on events such as Convocation- Resolves complex problems related to events management, which often involve high profile clients and service providers.- Acts as advisor to the Associate Deans, Associate Director, Director, and other senior management on issues pertaining to events.- Develops, establishes and maintains quality working relationships with a variety of service providers and McGill colleague- Writes and coordinates design, translation and distribution of invitations and related communication materials for events, as well as other public relations materials, such as holiday greetings, consistent with the faculty's branding and visual guidelines, and quality standards.- Manages events on-site to ensure that they function seamlessly. Following events, ensures appropriate follow-up is provided, such as distribution of thank-you to attendees.- Establishes and maintains budget and carries out bookkeeping function for the events. Prepares purchase orders, pays invoices, reconciles and reports on budget at year-end.
Oversees Project working groups- Works with academic and administrative leaders to identify working group members- Sets up and attends all meetings- Facilitates meetings with the goal of identifying key issues to be addressed- Develops and monitors implementation of action plans- Identifies and flags potential threats to successful implementation of the MDCM Program at two campuses- Identifies items to be escalated to Director, Medical Education and relevant UGME and Faculty committees (UGME Operations Committee, MDCM Program Committee, Two-Campus Steering Committee)
Provides leadership in planning of events & project and ensures project infrastructure, milestones and deliverables are achieved for new initiatives launched by the MDCM Program- Defines project scope, goals, timeline and deliverables- Liaises with academic and administrative leaders to confirm project plans and expectations- Drives results with firm diplomacy- Liaises with academic and administrative leaders to ensure project /events remains on track, milestones are reached, and deliverables are received- Develops and advises on strategic solutions, adjustments to project plans to address high and low performance.- Fosters communication with other Faculty of Medicine departments and units as required

Other Qualifying Skills and/or Abilities- Demonstrated experience in managing projects in a university environment.- Demonstrated experience with event planning and the ability to organize large events from inception to delivery, preferably in an academic environment.- Ability to network, and to develop and maintain effective working relationships with suppliers and internal departments.- Demonstrated professionalism and discretion.- Proven ability to work under tight deadlines and to manage multiple priorities.

Ability to anticipate possible difficulties, troubleshoot and implement solutions.- Experience in a heath care and or higher education setting is preferred.

Experience in managing events would be an asset.- Excellent interpersonal skills.

Highly collaborative, able to work comfortably and effectively across teams and levels.- Organized, deadline driven and results oriented.- Proficient in Microsoft office.

Testing will be administered.- Excellent analytical and problem-solving skills.- Strong communications skills. English and French written and spoken