Events Coordinator

Our Background

At the University Hospital Foundation, we want to help people live longer, and better – especially those who would benefit from a new form of treatment, or life-saving surgery.

As agents of hope, we boldly seek solutions to seemingly insurmountable challenges, matching the determination and purpose-driven intensity of the healthcare teams we support.

In the past ten years, generous donations from individuals and our corporate and strategic partners have contributed nearly $220 million dollars to advance world-leading patient care at the University of Alberta Hospital, Mazankowski Alberta Heart Institute and Kaye Edmonton Clinic, as well as ground-breaking research at the University of Alberta.

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

We are 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 our commitment to applying our purpose to everything we do.

In addition, we are proud to be one of Alberta’s Top 75 Employers in 2021 and 2022, which recognizes employers who lead their industry in offering exceptional places to work and forward-thinking HR practices.

As an outcome-focused organization, UHF offers a flexible work environment where employees have the opportunity to work remotely.

Your Purpose

Reporting to the Director, Experience & Signature Events, the you will collaborates with all departments of the University Hospital Foundation (the UHF) and represents UHF to the general public.

Your role will be to liaises with and support the implementation of our volunteer strategy and play a key role in the successful execution of the UHF’s signature events such as Festival of Trees, Full House Lottery, Heart Pledge Day and other recognition events.

Responsibilities

Support and Delivery of the UHF’s Signature Events 

  • Provides administration, coordination and logistical support to the Foundation’s signature events such as Festival of Trees, Full House Lottery, and Heart Pledge Day.
  • Attends all committee meetings, books meetings, prepares meeting materials, takes and prepares minutes, runs reports and completes any follow-up required.
  • Maintain and update progress of ticket sales, attendance lists and seating arrangements for UHF Signature Events.
  • Works closely with People team to ensure smooth tracking of volunteer information, hours and skills.
  • Provides all aspects of event support to lead up, event days and post clean up.
  • Ensure robust event management systems are in place, confirming the integrity of past event/sponsor/donor information and data.
  • Establish and maintain an internal signature events calendar including effective communications with volunteers.
  • Executes detailed logistics plan, production plan, and event itinerary for each signature event.
  • Performs post-event audits and complies key learnings and identifies growth opportunities for future signature event executions.
  • Supports with direct liaison with all venue sites and external vendor support and volunteers.
  • Works closely with Development team, providing input on revenue generating strategies and opportunities related to Signature Events.
  • Collaborate with Donor Engagement Team to deliver stewardship and impact reporting to donors, sponsors, and key stakeholders related to the signature events.
  • Collaborate with the Marketing / Communications department to find and share interesting stories and features from the hosted events that supplies our channels with content.
  • Research and recommend new industry trends and opportunities to continually elevate the event

Administrative Support

  • Compiles information for event debrief meetings with key stakeholders. Presents results and recommendations to Director. Experience and Signature Events.
  • Collaborates with Finance to compile information for revenue & expense budgets for signature events, with regular updates to the Director.
  • Provide consultation to budget planning process based on evaluations.
  • Prepare invoices for approvals and processing.
  • Booking meetings, coordinating calendars, catering, logistics, etc.

Volunteer Management Support

  • Identify opportunities to utilize volunteers to support the UHF’s signature events and general operation within the University Hospital setting.
  • Identify and implement opportunities for improving volunteer engagement and integration.
  • Orient and onboard volunteers to the University Hospital Foundation Processes and Policies and assist with integration into their role.
  • In collaboration with the HR Department, create, organize, and coordinate ongoing training opportunities and programs for volunteers
  • 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.
  • Carry out volunteer recruitment, screening, resignations, terminations, and exit interviews.

Qualifications

Education

  • Diploma in event management, business, or non-profit management. A combination of education and experience will be considered.

Experience

  • Minimum of one year successful experience with special event management or volunteer coordination preferably in a non-profit environment
  • Experience with non-profit work such as Volunteer & Donation campaigns would be an asset
  • Excellent organizational skills, including multitasking, time management, and meticulous attention to detail
  • Experience with volunteer management software (similar to Better Impact) is not required but would be considered an asset.

Competencies/Attributes

  • Strong oral and written communications skills, clear and efficient communication is a must
  • Ability to multi-task and prioritize work
  • Ability to work with changing priorities and tight timelines
  • Track record of effectively coordinating and executing special events
  • Excellent professionalism with the understanding of confidentiality
  • Strong volunteer management/coordination abilities
  • Ability to handle people with sensitivity, confidentiality, tact and diplomacy
  • Ability to exercise discretion and good judgment in representing the UHF
  • Demonstration of a solid philanthropic spirit and a commitment to the community
  • Flexibility to work after hours and/ or weekend as needed; attendance at FOT event is mandatory
  • Competence in and strong technical knowledge of Microsoft Office Suite

COVID 19

The University Hospital Foundation has implemented a Vaccination (COVID-19) Policy. All employees, including new hires and volunteers, must be fully vaccinated against COVID-19 and provide proof of vaccination. Employees who cannot be fully vaccinated on the basis of a protected legal ground (e.g., medical, religious) may request an exemption.

If your application is successful, you will be asked to provide proof of vaccination or valid proof of exemption.

Applicants

We respect and value diversity and are proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status.

To apply for this posting, please email careers@givetouhf.ca, attach your cover letter, and resume into one PDF. We thank all candidates who apply; however only those selected for an interview will be contacted. The successful candidate will be required to provide a Police Information Check.

Closing date for this posting is 2022-08-08

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