University of Calgary Calgary, AB, Canada
Aug 15, 2018Full time
Event Specialist. School of Public Policy Job ID: 16182 Updated: Yesterday Location: Main Campus Position Overview The School of Public Policy is currently seeking a Full-time Regular Event Specialist. The School of Public Policy is hiring an Event Specialist to join a busy team to execute on The School's outreach and event mandate. Reporting to the Manager, Marketing and Business Development, the Event Specialist is responsible for the planning and coordination of high impact outreach activities, including world-leading executive programs, donor stewardship events, student speaker series and academic focused programs. The event specialist will be involved in a variety of events and programs, managing multiple events at a time and is responsible to ensure that the programs occur successfully. Position Description Summary of Key Responsibilities (job functions include but are not limited to): Event planning Work independently within a team environment to concurrently manage multiple, often complex events per year Act as a resource on issues pertaining to event planning and execution and provide advice about organizing and delivering the event Develop event timelines, production schedules and provide onsite leadership during events Determine speaker schedules, travel bookings, accommodation and process expense claims and speaker fees Source and negotiate contracts with external vendors in accordance with UCalgary policies and budget constraints Maintain a thorough understanding of the School's mission, programming, research and outreach activities and their objectives, commitments, and goals in order to work with Area and Program Directors to provide expertise on event delivery Take initiative to proactively address and provide solutions to potential project roadblocks and problems, and propose innovative approaches to increase productivity and efficiency Demonstrate adaptability by anticipating requirements, multi-tasking and managing priorities of self, while coordinating partners/stakeholder's deliverables and ensuring they are met Inform and make decisions to ensure the success of individual events and programs, by exercising professional judgement and discretion to guide them to successful completion Apply knowledge of travel and expense policies to advise Area and Program directors and external speakers of options for compensation and reimbursement Work in collaboration with the Communications team, help create and provide content for event promotion purposes. Develop printed materials in cooperation with the communications team Research potential event participants, and reach out to them in an appropriate manner Responsible for the process of event invitations ranging from personal emails on behalf of Directors to providing information and approval for wider invitation distribution via the system of record Develop event budgets based on approved spending envelopes and ensure that event spending remains within the constrains set out; adhere to budget processes when costs change Provide advice to Area and Program Directors on event decisions that impact the project budgets, including providing alternatives when the budget may be impacted Work in collaboration with the Development team, ensure donor/sponsor requirements are delivered Recognize and understand local nuances in diverse North American markets Ensure that sponsor, donor and partner requirements are understood and met Institute appropriate risk management techniques and plans to mitigate complex and stressful situations involving large groups of people Provide feedback and make recommendations for improvements to future events, and participate in post-event debriefs. Oversees post-event activities, creates post-event surveys, collects and submits invoices, and ensures reimbursement of expenses Maintain an in-depth understanding of new developments in the field, industry trends, technology, and best practices by attending professional development opportunities as well as leveraging industry relationships Relationship Building Build and maintain relationships with external and internal stakeholders, donors and vendors Effectively communicate and work with internal and external partners, donors, sponsors and collaborating organizations Demonstrate strong client relation skills Independently communicate and coordinate with speakers, including clarifying the scope of their speaking responsibilities and expectations Qualifications / Requirements: A minimum of three years of event management experience is required Previous experience working in a fundraising or post-secondary education setting is considered a strong asset Other desired qualifications include: Excellent computer skills including database/information management with experience using and MS Office applications Demonstrated organizational and problem solving skills Excellent listening and interpretive skills, with the ability to remain positive and confident under pressure Demonstrated professionalism, tact and maturity in handling confidential information ethically and with discretion Ability to work both independently and as part of a team and to work effectively in a large, complex, dynamic organization Experience building and following event budgets. Experience communicating with senior level executives, donors, and internal and external stakeholders with tact, diplomacy and professionalism Effective communication skills, with the ability to establish clear boundaries and expectations, following up on timelines and quality as needed Proven ability to work in a fast-paced environment, on multiple projects concurrently, while adhering to tight deadlines and maintaining relationships with stakeholders Demonstrates sound judgement and decision-making skills Ability to anticipate upcoming priorities, to prioritize effectively, and schedule own work appropriately Flexible and adaptable to a changing environment Ability to evaluate events and make recommendations to improve future events Ability to learn and understand the policies and procedures of the University and funders, and to adhere to internal control principles and systems Strong communication skills, both written and oralBasic technical audio visual knowledge An understanding of the University of Calgary's mission, values and plans is considered an asset Application Deadline: August 28, 2018 We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. Additional Information This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase II . To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . About the University of Calgary The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca . The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.