Posting Number: ROM19-283E
Title: Education Events Planner (TFT 1.0 FTE)
Position Status: Temporary Full-time
Contract End Date: 12/18/2020
Job Schedule: Days
Department: Learning Services
Union: CUPE Local 942
Site: Royal Ottawa Mental Health Centre
About The Royal
As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.
The Education Event Planner will coordinate and manage all activities, tasks, resources, accounts and data collection for Royal Ottawa Health Care Group Conference/Learning and Development events. The position demands experience in organizing conference and workshop events, superb organizational skills and exemplary focus and attention toward managing multiple tasks and details. The position plays an integral role within the corporate Strategic Plan (Advancing Discovery) and Learning and Development strategies, particularly in the delivery of quality formal education opportunities throughout the Champlain LHIN and beyond.
The Education Event Planner will work with ROHCG teams in the role of event coordinator and consultant; will demonstrate attention to continuous quality improvement and reinvestment of event revenues toward sustainable growth that benefits the learning needs of the Royal Ottawa Health Care Group.
Facilitates, coordinates and manages events corporate-wide including professional-development conferences and workshops.
Performs duties for internal and external clients, including employees, physicians, community allied health workers and nurses through collaboration meetings with the Education Coordinators and Royal Program Committees for all pre-conference/workshop planning.
Creates conference/event workflow/project plans;
Promotes the event to internal and external contacts and collaborates with Royal’s Communications department to ensure consistency in corporate branding of event marketing materials;
Establishes and administrates registration database for each event;
Organizes and coordinates departments within the Hospital or with outside
Conference facilities, (i.e. food services, maintenance staff and security) toward ensuring successful events;
Communicates with ROHCG staff of the day-of-event activities;
Prepares event kits and selection of handouts, and online distribution of event materials;
Coordinates and manages day-of-event activities;
Coordinates post-conference/workshop feedback and finalizing budgets;
Manages multiple conference/workshop deadlines for various clients at the same time;
Responsible for development and deliverables of service contracts including with guest presenters and external conference service providers in accordance to Royal guidelines for Supply Chain Management and Royal Finance standards and Guidelines.
Prepares pre- and post-conference budgets on a monthly basis for the Program Committee and keep on track expenses from the Budget sheets.
Manages the receipt of funds and disbursements for each event.
Reconciles budget sheets with event receipts and disbursements on a monthly basis.
Coordinates and organizes the office of Learning & Development Event operations, including:
Maintains a current Filing System for all event data including registration information,
Keeps the external Conference Events Mailing list current,
Opens and distributes mail and event correspondence,
Processes telephone calls and responds to emails.
Attends department and workload meetings.
Maintains and publishes the L&D Education Calendar of Events on a regular basis;
Ensures postings on the Education Event Boards in the Hospital are up-to-date;
Maintains workshop materials, including handouts and workbooks, evaluation forms and sign in sheets.
Maintains up-to-date technical knowledge and be skilled at available technology including Excel, Word, PowerPoint, Third-party Conference Tracking Systems (REGOnline/CVent), MS Outlook.
Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal.
Ensure a work environment that is conducive to The Royal’s Harassment-Free Workplace policy.
Other assigned duties as required.
Events Management diploma and/or equivalent post-secondary education required
Minimum three years business related experience working in an Event planning environment; relevance to healthcare services preferred
Demonstrated team player and leader with a customer/client focus
Highly developed judgement, reactionary, interpersonal, problem solving and decision making skills
Proven ability to effectively manage multiple projects simultaneously
Skilled computer knowledge with proficiency with latest version of software applications including MS Office, spreadsheets, graphics and presentations, and office suites with demonstrated ability to learn new software applications including Adobe Contribute for intranet and internet use, online Polling applications, online survey tools, and emerging technologies in mobile applications for event customers
Demonstrated proficiency of mathematical and financial practices and concepts
Excellent verbal and written communication skills
Knowledge and experience with the network of partners and clients of the ROHCG
Ability to prioritize work and follow through on tasks independently to meet deadlines
Ability to manage the administrative requirements of any event/conference that the department has agreed to support
Commitment to continuous learning and quality improvement
Proficient in use of automated office equipment, e.g. fax, photocopiers and voicemail
Ability to function as a member of a team and work cooperatively with team members
English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset.
Salary Range: $29.90 to $32.24 per hour
All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
Please apply by clicking on the Apply button below.
The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.