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 eight - nine event locations in Ontario and across Canada each year. Most events are in person with a few virtual events annually.

• 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.

• 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

• Collate all event evaluations; create and distribute feedback reports to volunteer leaders

• Undertake special project assignments as required and other duties as assigned

Other program assistance:

• Primary lead to coordinate and collate online Laureate nomination submissions. This incudes responding to nominators, sorting and archiving online file submissions, maintaining a scoring grid, collating scores and completing informational mail merges to nominators.

• Become a go-to lead for our customer relationship management software Microsoft Dynamics (with training of course)

 QUALIFICATIONS

• Post-secondary education

• Two years relevant experience in an event planning capacity

• Outstanding oral and written communication skills

• Outstanding interpersonal and customer service skills

• High level of accuracy and attention to detail

• High proficiency in MS Office Suite including Excel; Experience using WuFoo forms an asset

• 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

• Proficiency in French is a definite asset

• 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

• Strong aptitude to learn and use computer applications and software as required

How to Apply:

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

Posting Expiry Date:  Friday, March 8, 2024