Special Projects Coordinator (Signature Events Officer)

Classification & Regular Hours

Hours per Week: 35

Salary Grade 13: $61,250 - $72,020, commensurate with experience.

About Western

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

About Us

The Schulich School of Medicine & Dentistry provides outstanding education within a research-intensive, distributed learning environment, where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine & Dentistry is the largest Faculty on campus and employs over 2,000 part-time and full-time faculty and over 1,200 staff.

Responsibilities

The Special Projects Coordinator (Signature Events Officer) plays a pivotal role in advancing the Schulich School of Medicine & Dentistry’s mission and strategic priorities through the planning and execution of high-impact events. This position is responsible for the strategic oversight, management, and delivery of more than 20 signature events annually, ranging from internal-facing faculty gatherings to large-scale community and stakeholder engagements attended by hundreds. The position will lead the development of comprehensive project plans and critical path timelines, manage all logistical and operational components, and ensure alignment with strategic objectives and goals. The role will serve as a key liaison to internal and external stakeholders, including scientific and planning committees, providing regular updates and facilitating collaboration across departments. The position will ensure that the required event outcomes are achieved on time and within budgetary constraints and will assist with the evaluation and improvement of events as required.

Qualifications

Education:

• Undergraduate degree in a relevant discipline required
• Diploma or certificate in event planning/management
• Project Management Professional certification completed or in progress would be an asset

Experience:

• 3 years of experience in event planning and project coordination, preferably in a post-secondary or healthcare environment
• Demonstrated success in managing large-scale events involving diverse internal and external stakeholders
• Experience working within complex organizational structures and navigating multi-departmental collaboration

Knowledge, Skills & Abilities:

• Familiarity with techniques for planning, managing and coordinating multiple events of various sizes, with competing priorities that involve a variety of stakeholders
• Exceptional organizational skills with the ability to manage multiple projects and rapidly changing priorities simultaneously, through project planning skills
• Strong interpersonal and communication skills, including experience liaising with and influencing senior leadership, committees, and external partners
• Proven ability to work independently and exercise sound judgment in decision-making
• Ability to work in a manner that models best practices in confidentiality standards
• Proficiency in budget development, financial tracking, and vendor negotiation with the ability to ensure expenditures and resources are within allotments, and to make appropriate modifications when required
• High level of professionalism, discretion, and attention to detail
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with event management software and digital collaboration tools (e.g., Zoom, Teams, project management platforms)
• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Cross-cultural competency with an ability to interact and work effectively with people from different cultures and backgrounds
• A well-defined sense of diplomacy, including solid negotiation and conflict resolution skills
• Ability to remain highly motivated, resilient, innovative and collaborative when faced with challenges
• Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
• Self-driven, critical thinker who is highly skilled at anticipating and resolving stakeholder relation issues
• Ability to work within a flexible schedule to accommodate the School’s events and activities
• Ability to investigate defined issues, solicit input, and suggest remedies and alternative approaches that meet the needs of the situation
• Proven ability and natural inclination to develop relationships by interacting with people in a professional, respectful and diplomatic manner
• Ability to work independently and effectively as a member of the team to achieve department goals
• Familiarity with university policies, collective agreements, and relevant legislation (e.g., OHSA, AODA) would be an asset

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

Please Note:

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.