Manitoba Centre for Health Policy, Vice-Dean Research
Rady Faculty of Health Sciences
Position number: 38055
Date posted: July 23, 2026
Engagement and Events Coordinator - AA1 (AESES)
New Regular Continuing Full-Time (Grant Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)
Salary:
$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)
Expected Start Date
August 31, 2026
For more information please contact: Selena Randall - [email protected]
MINIMAL FORMAL EDUCATION REQUIRED:
- Undergraduate degree in a related discipline required.
- Knowledge of and experience of interpreting the University of Manitoba’s policies, procedures and regulations with respect to events, and service procurement required.
- Completion of an event planning course as part of a provincially recognized program is preferred.
EXPIERENCE:
- One year of directly-related administrative experience.
- One year of event planning experience preferred.
- Experience in a research environment is preferred.
- Experience running virtual Zoom or Teams meetings is an asset.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES
- Excellent organizational skills and ability to prioritize heavy workload required.
- Ability to work within and adapt to changing deadlines and work priorities required.
- Proficiency in computing software systems, including PC Windows, Microsoft Office and Office 365 (Outlook, Word, Excel, Access, PowerPoint, SharePoint), Video conferencing software (Zoom/Teams), Adobe Acrobat, Asana project management tools is required.
- Excellent verbal and written communication skills and demonstrated ability to deal effectively with all levels of staff, collaborating research partners in external organizations and the general public required.
- Attention to detail, complete assigned tasks accurately with minimal supervision and meet deadlines required.
- High degree of initiative, conscientious and ability to work both independently and as a team member required.
- Strong problem-solving skills are required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB RELATED QUALIFICATIONS:
- Comfort with the computer and ability and willingness to learn new software programs.
- Knowledge of Accessibility in Manitoba Act requirements for events and the office environment is preferred.
- Knowledge of University of Manitoba Elder Protocols is preferred.
- Completion of Equity Diversity, Inclusion and Accessibility Course for staff (e.g. University of Manitoba).
GENERAL:
- Develop and promote positive relationships with MCHP and University of Manitoba Staff, along with external partners.
- Ensuring equity, inclusion, and accessibility are considered within the choice of event location (physical or virtual) and within event logistics.
- Contributing to the development of MCHP’s engagement strategy and identifying the goals and objectives for the engagement at each event.
- Providing event committees with expertise and knowledge of event planning in accordance with University of Manitoba’s policies and procedures, Elder protocols, and MCHP processes.
- Participating in committees relevant to events eg. Evidence to Action, Retreat Committees. Role may vary by committee eg. Scheduling meetings, note-taker, progress tracking
EVENT PLANNING AND PROGRESS MANAGEMENT:
- Establishing specific role and ways of working with individual event committee leads
- Establishing a tailored plan for each event in the project management system and sharing it with the event committee.
- Ensuring that individuals know which actions are assigned to them, tracking progress, and planning ahead.
- Taking initiative to resolve any issues with venue during event planning.
- Reporting problems with progress to supervisor
- Scheduling planning meetings and booking dates for events.
- Liaising with event planning working group regarding presentation content, objectives, outcomes and agenda items.
- Prepares budget forecasts for events and tracks spending against forecasts.
- Attendee management activities which includes developing and maintaining invite lists, sending out invitations and schedules and maintaining a list of RSVPs.
- Setting up Eventbrite for event registration and sharing of event materials.
- Liaising with the Knowledge Management and Communications Team to design and print workshop brochures, and agendas, and any communication materials for the event.
- Coordinating facilitator training which includes identifying facilitators, arranging training sessions in liaison with trainer.
- Initiates post-event evaluations and collates results to feedback to event committee
GUEST SPEAKER ARRANGEMENTS:
- Providing event information to guest speakers including presentation submission deadlines.
- Coordinating presentation material received from presenters and ensures conference welcome package is complete prior to event.
- Booking travel and accommodation for guest speakers and ensuring their safe transport to venues, accommodation and airport.
- Preparing gifts for guest speakers
EVENT ARRANGEMENT:
- Booking event venues.
- Coordinating and reserving external contracts, not limited to venues, catering, audiovisual.
- Organizing all event details with the venue, including meeting rooms, AV requirements, breaks and meals.
- Completing catering forms for Faculty approval in liaison with MCHP Finance.
- Ordering supplies for events, including gifts for speakers.
- Arranging thank you cards for event facilitators.
- Arranging for Indigenous Elder participation as appropriate and ensuring that all University of Manitoba Elder protocols are followed.
- Ensuring event-day logistics are in place – name tags and agendas printed, table numbers, meeting materials etc.
AT EVENTS:
- Attending the conference or meetings, take and distribute minutes, liaise between team members and conference guests.
- Arriving early or staying late within flexible working and overtime policies to ensure events are set up or closed down.
- Taking initiative to resolve any issues with venue during the event
CONTINUING EDUCATION
- The incumbent must ensure up-to-date, best practices are followed for event management and stakeholder engagement and should have a working knowledge through self-study, courses and conference attendance.
- The incumbent keeps up to date on Accessibility in Manitoba Act requirements for events.
- The incumbent keeps up to date with all protocols related to Indigenous engagement.
- May be required to perform related duties not exceeding skills and capabilities as required.
The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).
If you require accommodation supports during the recruitment process, please contact [email protected] or 204-474-7195. Please note this contact information is for accommodation reasons only.
Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.
