Conference Assistant - UBC, Vancouver

Position Summary

As a Conference Assistant at UBC, you will provide essential support for medical conferences and educational events within the Faculty of Medicine's Continuing Professional Development office. This part-time, hourly position involves assisting the Conference Services Manager and Director of Conference Services, playing a key role in the successful execution of up to 60 educational programs annually. You will contribute to both in-person and virtual events designed to support the post-graduate educational needs of healthcare professionals, ensuring seamless delivery of vital services.

Day-to-Day Responsibilities

The Conference Assistant performs a variety of tasks crucial to the smooth operation of our educational programs and conferences, including:

• Transcribing and summarizing conference evaluation comments with excellent attention to detail.
• Calculating conference data in a timely manner into statistical reports, including graphical representations of collected data.
• Coordinating the accurate completion and dissemination of evaluation summaries to external partners.
• Coordinating the creation and dissemination of accreditation certificates to committee members, speakers, and instructors.
• Assisting in the creation and development of conference materials for both virtual and in-person conferences.
• Providing administrative support to the Conferences Team in the successful planning and execution of educational events.
• Maintaining filing and storage systems for evaluation data and kit preparation materials (electronic and physical).
• Updating progress on assigned tasks using Excel spreadsheets.
• Assisting with collecting and summarizing documents for review of accreditation applications submitted via the accreditation portal.
• Communicating regularly with members of the conferences team on the status of assigned tasks.
• Assisting with data clean up and standardization of data for uploading into our registration database.
• Conducting environmental scans for targeted marketing purposes.
• Producing and distributing written correspondence to external and internal partners.
• Completing other duties as assigned.

Skills and Experience

To thrive in this Conference Assistant role, candidates should possess a blend of administrative experience and a commitment to collaborative work. The minimum qualifications include:

• High School graduation, plus two years of related experience, or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred qualifications that will further enhance your contribution to our team include:

• Ability to compose written materials using clear concise business English.
• Ability to accurately proofread for spelling, grammar, and punctuation.
• High level of proficiency in MS Word, Excel, PowerPoint, and Outlook required.
• Experience in working with the medical community an asset.

About the Company

The University of British Columbia (UBC) is a global centre for research and teaching, consistently ranked among the top public universities worldwide. This Conference Assistant position is within the Faculty of Medicine's Continuing Professional Development (CPD) office. The CPD office plays a vital role in coordinating and executing a wide range of educational programs, supporting family physicians, specialists, residents, students, and other health care professionals in their ongoing learning and development. Joining UBC means contributing to an institution dedicated to excellence and community impact, offering a dynamic environment for professional growth and valuable support to the medical community through its diverse educational services and conferences.