University of Calgary Calgary, AB, Canada
Apr 24, 2017Full time
Institutional Events Coordinator, Community Engagement, University Relations Job ID: 12689 Updated: April 21, 2017 Location: Main Campus Position Overview The Community Engagement Team within University Relations currently seeking two (2) Full-time Regular Institutional Events Coordinators. The incumbents play a key role in the planning and development of internal and external institutional events. The positions reports to the Director, Institutional Events and are key members of the UCalgary Government and Community Engagement team. The positions coordinate the planning and delivery of institutional and community events and other special projects aimed at enhancing the image and reputation of UCalgary. The Institutional Events Coordinators work closely with the Director and an Institutional Event Specialist with respect to the planning, development, implementation and reporting of internal and external facing institutional events. The incumbents will join a dynamic team of government and community engagement professionals. The pace is intense, the workload demanding but rewarding and the positions require irregular work hours. Position Description Summary of Key Responsibilities (job functions include but are not limited to): EVENT COORDINATION Work with the Director and Institutional Event Specialist to plan, coordinate and execute all logistics for institutional events including booking facilities, audio-visual components, computer and other equipment requirements, decor, catering, photography, security, etc. Create, update and distribute event documents including budgets, timelines, schedules, and briefs while adhering to project management best practices Support working group committees including writing and distributing meeting notes to all stakeholders, as appropriate Help coordinate all aspects of organizing events including: developing and inputting invitation lists, tracking RSVPs and attendance, providing on-site event coordination, and compiling post-event reports detailing all aspects of planning, execution, and evaluation Administer the day-to-day operations for community programming and institutional event initiatives, including communicating with internal and external stakeholders, preparing correspondence, responding to e-mails and phone calls, and scheduling meetings Coordinate the recruitment and training of student and staff volunteers, schedule volunteers for events, assign their tasks and monitor their performance Facilitate the coordination of content and approvals for invitations and promotional material Liaise and maintain positive relationships with external suppliers and various internal groups and stakeholders (e.g. Campus Planning and Facilities, Security, Ancillary Services, Food Services, Risk Management) Control event signage and supplies inventory, including responding to faculty and departmental requests for branding at events Maintain a complete events archive and up-to-date filing system Foster a service-oriented approach STAKEHOLDER RELATIONS Develop, maintain and model positive working relationships with students, faculty staff and volunteers to ensure event success Enhance and foster relationships with new and existing stakeholders within the community Develop collegial, positive, high trust working relationships with other team members and work effectively as a team FINANCIALS AND REPORTING Update the budgets for community programming and institutional event initiatives and prepare expense reports where appropriate Work with the Manager and Event Specialist to monitor adherence to budget commitments and investigate discrepancies Prepare reports on programs and events and provide regular updates to the Director and Institutional Event Specialist Qualifications / Requirements: Minimum 3 years of recent relevant experience Undergraduate Degree in event management, public relations, television production, stage management, or related field, or equivalent experience Demonstrated experience in event coordination, logistics, scheduling, and reporting practices for small, medium and large-scale events in preferably educational, corporate and public sector settings Highly organized, conscientious and detail-oriented Solid decision-making skills, ability to set priorities, solve problems and remain calm in stressful situations is critical Time and fiscal management, creativity and attention to detail are required Should be a pro-active self-starter with the ability to work as part a team and/or independently Strong interpersonal, verbal and written communication skills are required Advanced knowledge of Microsoft Office (Word, Outlook, PowerPoint, Excel) Working knowledge of marketing and communications an asset Familiarity with online event registrations systems an asset Experience in working with committees, volunteers, partners, sponsors and donors Comfortable in a fast paced environment and able to manage multiple projects and programs Ability to work early mornings, evenings and weekends as required, must be flexible Application Deadline: May 12, 2017 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 become 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. Ranked as the top young university in Canada and North America, 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.