Conference Planner

Date Posted: 04/29/2025
Req ID: 42708
Faculty/Division: Temerty Faculty of Medicine
Department: Continuing Professional Development
Campus: St. George (Downtown Toronto)
Position Number: 00055724

Description:
 

About us:

Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

Your opportunity:

The Continuing Professional Development (CPD) unit in the Temerty Faculty of Medicine (TFOM) is one of the world’s largest providers of continuing education and professional development programming for physicians and other health professionals. CPD facilitates and supports the development of a full range of specialized medical education programs. Working with program directors and conference chairs from across the TFOM, CPD accredits close to 300 programs and conferences per year that attract over 45,000 learners from across Canada and internationally.

As Conference Planner, you will be responsible for supporting the planning and execution of a range of local, national and international conferences. Reporting to the Associate Director, CPD Conference Management, you will work directly with a portfolio of clients and be responsible for relationship management and client retention. You will also work collaboratively with our Lead Conference Planners to support assigned areas of responsibility for larger conferences.

Your responsibilities will include:

• Developing conference schedules, agendas, and session arrangements
• Assisting in communicating conference details to attendees, speakers, sponsors, and other stakeholders
• Tracking conference expenses, reviewing speaker expense and help ensure that event costs are controlled within the established budget
• Liaising with vendors, suppliers, and service providers to coordinate deliveries and services required for the conference
• Providing on-site coordination during conferences, ensuring smooth event operations, assisting attendees, managing registration desks, and resolving or referring issues as per policy

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum three years' full-cycle conference planning experience, including developing conference schedules, coordinating conference registration and booking speakers
• Experience tracking and conducting post-conference evaluations and analysis
• Experience preparing conference communications and promotional materials
• Experience preparing service contracts and effectively liaising with vendors and building and strengthening relationships with stakeholders and partners of strategic importance
• Experience preparing detailed conference reports and accreditation letters, ensuring accurate documentation and timely delivery to stakeholders and accrediting bodies
• Advanced proficiency in MS Office Suite, survey tools and video conferencing platforms
• Strong communication skills, both verbal and written
• Must also have a strong client and customer service orientation and demonstrate diplomacy and discretion
• Strong organizational, analytical and relationship building skills
• Strong ability to manage conflicting priorities and meet tight deadlines
• Ability to quickly analyze situations and make sound decisions as needed
• Ability to work in a fast paced and results oriented environment

To be successful in this role you will be:

• Accountable
• Diplomatic
• Organized
• Proactive
• Problem solver

This position will be expected to support on-site conferences within the GTA, outside of standard office hours.

Closing Date: 05/07/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Dinuka Perera

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.