Health Careers For CHAMPLAIN

Royal College of Physicians and Surgeons of Canada

As a national, non-profit organization, the Royal College speaks for more than 50,000 medical and surgical specialists and resident affiliates. The mission of the Royal College is to improve the health and care of Canadians by leading in medical education, professional standards, physician competence and continuous enhancement of the health system. Located in Ottawa, the Royal College offers a stimulating and professional work environment.

Position:  Examinations Set-up Coordinator

Region:  Ottawa


Do others describe you as organized, detail-oriented and accurate? Do you have experience providing logistical support, including doing set-ups and dismantles in medical or educational environment? Do you have supplier/inventory management experience? Do you thrive in a fast-paced and high stakes environment? If yes, we have an exciting opportunity for you!

Position Summary
Under the direction of Team Lead, Exam Logistics, you will provide logistical support to the set-up and execution of examinations. This includes supplier and inventory management, planning and executing set-ups, as well as providing guidance and direction to contract employees.

With attention to details, you will ensure all rooms are set-up as per specifications. You will coordinate the logistical details required to plan, organize and execute examination set-ups, ensuring consistency with the Examination Committee’s and Chair’s directions and Royal College policies. You will consult, present and research options for medical equipment required. Logistical activities include, but are not limited to: sourcing medical and office equipment; reviewing overall exam calendar; and reviewing floor plans and room requirements to determine proper set-ups.

You will create and maintain an inventory management system for all exam set-up supplies and equipment. You will source suppliers, negotiate agreements and order supplies. Using your strong interpersonal and communication skills, you will develop and maintain positive relationships with suppliers. You will assist the Team Lead with developing move-in and move out plans and oversee move in and move-outs, directing the movement of supplies and liaising with the site.

You will coordinate temporary set-up staff requirements for all Spring and Fall exams which includes determining, recommending and implementing overall/global set-up staff requirements. You will provide guidance and direction to set-up staff, provide onsite training and evaluation, delegate tasks, oversee setups and perform quality assurance.

The working environment is the Royal College headquarters throughout the year with the exception of the spring examinations which take place at the Royal College in April and at La Cité (Aviation Parkway) in May and June. Overtime is required during weekdays and some weekends during the examination period.

You come to us with:

  • Diploma in Business Administration, Meetings and Events Planning, related field or equivalent experience.
  • Three years of directly related experience in a medical or educational environment or in event planning.
  • Intermediate computer skills in MS Office and using databases.
  • Demonstrated ability to establish priorities along with strong time management, organizational and problem solving skills.
  • Good judgement and decision making skills with an ability to influence.
  • High level of motivation with excellent attention to details and accuracy. Able to observe deadlines, accommodate last minute changes and adjust workloads.
  • Experience in supervising and providing guidance to staff as well as training staff for physical set-ups and dismantles. Able to identify and recommend and/or implement solutions to problems in preparation, execution and dismantling of set-ups.
  • Work requires moderate/high physical effort such as moving tables, chairs, props, beds, etc. Must be able to lift and manoeuvre heavy exam furnishings.
  • Knowledge of medical equipment and experience with event management software such as USI are assets.
  • Bilingualism is an asset – excellent written and verbal English skills are required and verbal French skills are considered an asset.

Salary:  To be discussed

Terms of Employment:  Full-time

Deadline for Application:  Friday, November 24, 2017

How to Apply:  

To apply, please forward your résumé, covering letter and salary expectations by November 24, 2017 to

To ensure the hiring committee reviews your application, quote posting JD 958, last name, first name in the email subject line.

We sincerely thank all applicants for their interest; however will only contact those under consideration.

Royal College is committed to building an inclusive and accessible learning and working environment. We believe in and promote the rights of all persons with disabilities as outlined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA 2005) and its related Accessibility Standards Regulations. To meet this commitment, the Royal College will make appropriate accommodations available. As required, please inform People Services of the nature of any accommodation(s) that you may require to ensure your equal participation.

Location:  Ottawa

Profession Type:  Other

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