HIRING: Program Coordinator – Discovery Days in Health Sciences

Job Title: Program Coordinator – Discovery Days in Health Sciences
Location: London, ON – Hybrid location: UP to three days from the office, minimum two days from home
Job Type: Full-time

ABOUT US
Honouring Excellence | Preserving History | Inspiring Generations
The Canadian Medical Hall of Fame (CMHF) is a national, registered charitable organization that celebrates Canadian heroes whose work advances health in Canada and the world, and fosters future generations of health professionals through the delivery of local and national youth education programs and awards. This enduring tribute to our country’s rich medical history is showcased nationally on our virtual hall at www.cdnmedhall.ca. Annually, up to six individuals are celebrated at a national Induction Ceremony in rotating locations across the country. As well, we inform and excite Canada’s youth about the wide variety of career options in medicine and the health sciences through our Discovery Days in Health Sciences program.

ABOUT THE ROLE
Held in partnership with medical schools and research institutions at 14 locations across the country, Discovery Days are one-day events for high school students to help them gain a clearer picture of what it would be like to be a health professional by interacting with researchers, clinicians, and educators in their real-life work setting. Each event comprises a dynamic keynote lecture, interactive workshops and a career panel discussion.

Are you highly detailed and action oriented? Do you like event planning and generating excitement and enthusiasm about impactful programs? This program coordinator role might be for you. As one of two Discovery Day Coordinators, you will work with faculties of medicine and health sciences to coordinate all aspects of your assigned events, including presenter and school recruitment and managing online registration processes for schools and students. As the primary contact for your events, you will communicate with all the stakeholders to ensure a terrific lineup of workshops and speakers, while being a resource to interested teachers and students.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

Discovery Days in Health Sciences

• In collaboration with the planning teams at host medical schools and research organizations, organize all aspects of Discovery Day events at up to eight locations in Ontario and across Canada each year. Events are typically in person but have been delivered virtually since the start of the pandemic, with a return to in-person events expected this fall in accordance with public health guidelines.
• Research and recruit volunteer keynote speakers, workshop presenters, career panelists and event day volunteers at host sites, while meeting established timeline and participation targets
• Initiate and lead planning meetings with host partner representatives
• Maintain a list of current contacts at related school boards and secondary schools for each event and promote the events through electronic communications to high schools to achieve registration goals
• Liaise with participating students regarding event registration and day-of event details
• Assist with the cultivation and ongoing stewardship of host sites and sponsors of the Discovery Days program
• Attend the event to manage event logistics such as student check in, workshop dispersals, vendors etc. Primary locations include (but are not limited to) Hamilton, Kingston, Ottawa, Calgary, Halifax, Montreal, Québec City
• Ensure up to date records for all event contacts in our customer relationship management tool – Microsoft Dynamics
• Make independent decisions regarding planning, organizing, and scheduling of work
• Interact frequently with stakeholders at medical schools and research institutions
• Undertake special project assignments as required and other duties as assigned

Other program assistance:

• Primary lead to recruit and coordinate the participation of up to 50 medical student volunteers from the partnering medical school for the annual Induction Ceremony. Assist with event set up, registration and volunteer coordination at the event (rotating location across the country).
• Manage CMHF Award administration – liaise with faculty departments to promote the CMHF Award (an annual, second-year medical student award at each of Canada’s 17 medical schools); update materials, website, and coordinate communication to recipients and other stakeholders.

Qualifications:

• Proficiency in French is a definite asset
• Post-secondary education Minimum of two years relevant experience in an event planning capacity
• Outstanding oral and written communication skills Strong interpersonal and customer service skills
• High level of accuracy and attention to detail Strong problem-solving skills
• Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines
• Demonstrated ability to make sound business decisions in a timely manner and work both independently and as a team member to achieve desired results
• Strong work ethic, reliable and self-directed
• Ability to travel to events at required times (primarily April – May and October – early December) which includes availability outside regular office hours
• Demonstrated experience writing reports, correspondence and other communication pieces
• High proficiency in MS Office Suite including Excel
• Strong aptitude to learn and use computer applications and software as required

How to Apply:

Please forward your cover letter and résumé and to Executive Director cmhf@cdnmedhall.ca . We thank all candidates for their interest; however, only those selected for an interview will be contacted.

Application Deadline: Tuesday, April 26, 2022