Events Coordinator (1-year contract)

Background

The University Hospital Foundation (UHF) believes in the power of generosity to save and change lives. The UHF raises funds to ensure patients at the University of Alberta Hospital, the Mazankowski Alberta Heart Institute and the Kaye Edmonton Clinic have access to the latest advancements in medical technology and innovative patient care. As a result of very generous individuals and community support, we have raised more than $332 million in gross revenue over the last 10 years to support patient care, advanced technology and clinical research.

If you have a keen interest in being a part of the future of healthcare in Alberta, please consider applying today!

The University Hospital Foundation is proud to have achieved Imagine Canada accreditation and High Performer status in both the “High Performer: Overall” and “High Performer: Teaching Hospital” categories from the Association for Healthcare Philanthropy. This recognition demonstrates UHF’s commitment to applying our mission – to advance excellence – to our governance, daily operations and financial integrity. In addition UHF is proud to be named one of Alberta’s Top 70 Employers in 2021, which recognizes employers that lead their industry in offering exceptional places to work and forward-thinking HR practices.

 

Role

Reporting to the Director, Events and Community Relations, the Events Coordinator collaborates with all departments of the University Hospital Foundation (the Foundation) and represents UHF to the general public. This role liaises with and supports the implementation of our volunteer strategy, and plays a key role in the successful execution of the UHF’s signature events such as Heart Pledge Day and recognition events. This position requires experience working with volunteers, event management, a strong administrative background, project management, multi-tasking, and the ability to prioritize and communicate well in a fast-paced environment.

 

Accountabilities/Deliverables

  • Ownership of UHF’s Volunteer Program
  • Coordination of signature events
  • Professional development to stay apprised of industry trends and best practices in volunteer management, signature events, and project management
  • Build and maintain positive working relationships with internal, external stakeholders, and agencies

 

Responsibilities

Coordination and Delivery of Foundation’s Signature Events Logistics and Stewardship:

  • Project management and execution of the UHF’s signature events and assistance with Festival of Trees as required
  • Lead and coordinate the UHF’s signature events meetings, which includes preparing and/or contributing input for detailed agenda, meeting minutes, speaking notes, and follow-up on post-meeting action items
  • Develop and maintain a critical path, plan, and checklist for events to ensure deadlines are met
  • Prepare a detailed logistics plan, production plan, and event itinerary for each event
  • Maintain accurate records (lists of participants, sponsors, event performance metrics, etc.)
  • Direct liaison with all venue sites staff and external vendor support
  • Prepare detailed seating plans, room layout plans, and team assignments to maximize donor/sponsor stewardship
  • Collaborate with Marketing and Communications department to align the UHF’s brand and storytelling, contributing input and other assistance as required
  • Collaborate with Donor Engagement, Philanthropy, Annual Giving teams, contributing input and other assistance as required on revenue-generating strategies, opportunities, impact reporting to donors, sponsors, and key stakeholders
  • Cultivate and maintain relationships with local Alberta Health Services management and staff, supporting the UHF’s signature events

Volunteer Management and Community Engagement 

  • Identify opportunities to utilize volunteers to support the UHF’s signature events
  • Identify opportunities for improving volunteer engagement and integration
  • Collaborate with the Marketing / Communications department to find and share interesting stories and features from the hosted events that showcase our amazing volunteers, staff and event sponsors
  • Carry out volunteer recruitment, screening, resignations, terminations, and exit interviews
  • Orient and onboard volunteers to the University Hospital Foundation Processes and Policies and assist with integration into their role
  • Coach, provide feedback, and acknowledgement regarding volunteer performance and contribution
  • Create, organize, and coordinate ongoing training opportunities and programs for volunteers
  • Develop, update, and implement Volunteer Policies and Procedures
  • Lead and document performance management of volunteers and conflict resolution
  • Assist with and attend the UHF volunteer recruitment and stewardship events, as well as community events
  • Develop and maintain accurate volunteer information records, attendance data and schedules
  • Pursue appropriate training and keep abreast of current trends within the field of volunteer management, project management, and signature events
  • Promote a positive community profile for the University Hospital Foundation
  • Develop and maintain strong professional relationships with internal and external stakeholders
  • Enhance community engagement by participating in community committees that support local nonprofits and volunteer engagement

Reporting and Evaluation 

  • Execute event debrief meetings with key stakeholders
  • Develop and implement an evaluation metrics of Volunteer Program
  • Lead/assist in preparation and finalizing revenue and expense budgets for each event, with regular updates to any support committees and departments of the UHF
  • Consult with the Director, Events and Community Relations and/or teams on the budget planning process
  • Establish event performance metrics (engagement/participation, attendance, etc.)

Administration Support

  • Track expenses (invoices and reimbursements): categorize, log, approve, and submit as required
  • Prepare invoices for approvals and processing
  • Book meetings, coordinate calendars
  • Organize catering as required

 

Qualifications

  • Degree or diploma in event management, human resources, project management, business, or non-profit management. A combination of education and experience will be considered
  • Volunteer Management certificate would be an asset
  • Experience coordinating and working with volunteers in the delivery of programs and events
  • Experience with special event management preferably in a non-profit environment
  • Minimum of five (5) years relevant work experience in a similar role in a medium to large volunteer program in a professional setting
  • Experience with Raiser’s/Financial Edge would be considered an asset

 

Personal Characteristics

  • Experience working in a fast-paced environment
  • Strong leadership skills, professional, highly-organized, and self-motivated
  • Exceptional analytical, conflict resolution, and project/time management skills
  • Problem solver and critical thinker
  • Maintain a high level of confidentiality, tact, and diplomacy
  • Track record of effectively planning and executing special events
  • Proven ability to coach and manage people, chiefly volunteers
  • Strong written and verbal communication skills – clear and efficient communication is a requirement
  • Work both independently with minimal supervision and as an integral part of a team
  • Strong Microsoft Office and Outlook experience
  • Work a flexible work schedule, including evenings and weekends as needed; attendance at all signature events is mandatory
  • Valid Class 5 driver’s license and a vulnerable sector criminal record check

 

Job Type

  • Full Time, Temporary
  • Competitive compensation + Performance-based bonus
  • Benefits

 

Applicants

To apply for this posting, please follow the Apply Now link to upload your cover letter and resume into one document. You will also be asked to complete a Culture Index Survey, which will help us to get to know you better and assess your fit for this position. We thank all candidates who apply, however only those selected for an interview will be contacted.

 

Closing date for this posting is March 2, 2021 at 5:00pm.

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