Tenure Track jobs

MINIMAL FORMAL EDUCATION REQUIRED:

• Undergraduate degree in a related discipline required.
• Knowledge of and experience of interpreting the University of Manitoba’s policies, procedures and regulations with respect to events, and service procurement required.
• Completion of an event planning course as part of a provincially recognized program is preferred.

EXPERIENCE:

SKILLS AND ABILITIES

• Excellent organizational skills and ability to prioritize heavy workload required.
• Ability to work within and adapt to changing deadlines and work priorities required.
• Proficiency in computing software systems, including PC Windows, Microsoft Office and Office 365 (Outlook, Word, Excel, Access, PowerPoint, SharePoint), Video conferencing software (Zoom/Teams), Adobe Acrobat, Asana project management tools is required.
• Excellent verbal and written communication skills and demonstrated ability to deal effectively with all levels of staff, collaborating research partners in external organizations and the general public required.
• Attention to detail, complete assigned tasks accurately with minimal supervision and meet deadlines required.
• High degree of initiative, conscientious and ability to work both independently and as a team member required.
• Strong problem-solving skills are required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Comfort with the computer and ability and willingness to learn new software programs.
• Knowledge of Accessibility in Manitoba Act requirements for events and the office environment is preferred.
• Knowledge of University of Manitoba Elder Protocols is preferred.
• Completion of Equity Diversity, Inclusion and Accessibility Course for staff (e.g. University of Manitoba).

GENERAL:

• Develop and promote positive relationships with MCHP and University of Manitoba Staff, along with external partners.
• Ensuring equity, inclusion, and accessibility are considered within the choice of event location (physical or virtual) and within event logistics.
• Contributing to the development of MCHP’s engagement strategy and identifying the goals and objectives for the engagement at each event.
• Providing event committees with expertise and knowledge of event planning in accordance with University of Manitoba’s policies and procedures, Elder protocols, and MCHP processes.
• Participating in committees relevant to events eg. Evidence to Action, Retreat Committees. Role may vary by committee eg. Scheduling meetings, note-taker, progress tracking

• Establishing specific role and ways of working with individual event committee leads
• Establishing a tailored plan for each event in the project management system and sharing it with the event committee.
• Ensuring that individuals know which actions are assigned to them, tracking progress, and planning ahead.
• Taking initiative to resolve any issues with venue during event planning.
• Reporting problems with progress to supervisor
• Scheduling planning meetings and booking dates for events.
• Liaising with event planning working group regarding presentation content, objectives, outcomes and agenda items.
• Prepares budget forecasts for events and tracks spending against forecasts.
• Attendee management activities which includes developing and maintaining invite lists, sending out invitations and schedules and maintaining a list of RSVPs.
• Setting up Eventbrite for event registration and sharing of event materials.
• Liaising with the Knowledge Management and Communications Team to design and print workshop brochures, and agendas, and any communication materials for the event.
• Coordinating facilitator training which includes identifying facilitators, arranging training sessions in liaison with trainer.
• Initiates post-event evaluations and collates results to feedback to event committee

• Providing event information to guest speakers including presentation submission deadlines.
• Coordinating presentation material received from presenters and ensures conference welcome package is complete prior to event.
• Booking travel and accommodation for guest speakers and ensuring their safe transport to venues, accommodation and airport.
• Preparing gifts for guest speakers

• Booking event venues.
• Coordinating and reserving external contracts, not limited to venues, catering, audiovisual.
• Organizing all event details with the venue, including meeting rooms, AV requirements, breaks and meals.
• Completing catering forms for Faculty approval in liaison with MCHP Finance.
• Ordering supplies for events, including gifts for speakers.
• Arranging thank you cards for event facilitators.
• Arranging for Indigenous Elder participation as appropriate and ensuring that all University of Manitoba Elder protocols are followed.
• Ensuring event-day logistics are in place – name tags and agendas printed, table numbers, meeting materials etc.

• Attending the conference or meetings, take and distribute minutes, liaise between team members and conference guests.
• Arriving early or staying late within flexible working and overtime policies to ensure events are set up or closed down.
• Taking initiative to resolve any issues with venue during the event

CONTINUING EDUCATION

• The incumbent must ensure up-to-date, best practices are followed for event management and stakeholder engagement and should have a working knowledge through self-study, courses and conference attendance.
• The incumbent keeps up to date on Accessibility in Manitoba Act requirements for events.
• The incumbent keeps up to date with all protocols related to Indigenous engagement.
• May be required to perform related duties not exceeding skills and capabilities as required.