University of Calgary
Calgary, AB, Canada
Director, Strategic Events, Strategic Events and Communications, Development and Alumni Engagement
Job ID: 17853
Location: Main Campus
The Department of Strategic Events and Communications within Development and Alumni Engagement is currently seeking a Full-time Regular Director, Strategic Events
Our Eyes High strategy ushers in a new era at the University of Calgary (the University) in Canada's most enterprising city. We have set ambitious goals for excellence in research, scholarship, teaching, innovative thought, and the student experience. With more than 30,500 students in 14 Faculties, 55 Research Institutes and Centres, 5,155 faculty and staff members, we are energized, ambitious, and focused on our goals.
At the University, we continually strive to optimize and grow our resources. With an overall budget of $1.27 billion, which includes an annual operating budget of over $800 million and research revenues of over $400 million, our University is among Calgary's largest employers. We continue to raise our global profile, enhance the quality of undergraduate and graduate programs, promote innovation and excellence in scholarly activity, and provide significant returns to the community and economy both locally and beyond.
Reporting to the Executive Director, Strategic Events and Communications, the Director, Strategic Events will provide leadership and professional expertise in the planning and implementation of events and functions for the Development & Alumni Engagement (DAE) department and other members of the campus community to collaboratively plan high quality events and functions. The incumbent will help to identify and facilitate discussion and decisions about issues affecting events, and will ensure that high standards, divisional and/or campus wide priorities are reflected in the planning and presentation of events and effective post-event follow up. The incumbent will interact with and serve diverse and distinguished guests, including: faculty, staff, students, and alumni
The Director, Strategic Events is responsible for to creating best-in-class donor and alumni events and programs and for leading, advising and inspiring DAE, and cross-campus event planners to develop high-impact events that drive lifelong connection and philanthropic engagement for the University of Calgary.. The Director, Strategic Events will work collaboratively within DAE and with faculties and departments across the university, and with key external stakeholders and contractors to plan and execute a suite of core donor engagement programming and events.
The Director, Strategic Events will provide leadership to program development and institutional event planning related to donors and prospective donors, lead project teams comprised of staff and volunteers and will be accountable to manage partnership/supplier agreements, program evaluation, budgets and reports. This position requires leadership skills and expertise in program and event planning and production, partnership building and community/donor engagement. A high level of project management skills including timeline and budget creation and management, the ability to work collaboratively with many departments and/or contractors to achieve common goals, and the ability to lead teams of high profile stakeholders and volunteers in executing complex programs and events is required.
The Director, Strategic Events has responsibility to motivate and manage a staff of between 2-4 event planners, with accountabilities for programming and event project management, execution and logistical support. This position manages the strategic objectives of any direct reports, including annual goal setting and regular performance reviews. In addition, the role is responsible for working closely with the Executive Director in managing budget activities for programming. The position will foster the development of other staff in the Development and Alumni Engagement team, and serve as a role model and mentor to other staff.
Summary of Key Responsibilities (job functions include but are not limited to):
Event Planning, Production, and Management- 75%
Event Planning and Analysis
Provide leadership, professional expertise, and direction in the planning and execution of high quality events and functions, identify and facilitate discussion and decisions about issues affecting events, and ensure DAE divisional and/or campus wide priorities are reflected in the planning and presentation of events and post-event follow up. Examples include high profile donor cultivation, alumni programs supporting engagement and recognition, and fundraising events
Plan collaboratively with principal officers, programming officers, unit heads, DAE staff, and others to create an annual calendar of special events that maximizes potential impact and benefits in critical areas of donor stewardship and recognition, alumni engagement, etc., ensuring DAE divisional and/or campus wide priorities are reflected in event planning, presentation, and that post-event follow-up is efficiently and effectively handed over to the relevant DAE staff responsible for managing ongoing relationships
Provide leadership and direction in the planning and execution of campus wide special events for donor cultivation and alumni engagement, stewardship, and recognition, and ensure that UCalgary continues to be viewed as a worthy focus of charitable giving, volunteerism, community partnership, and other forms of support. Collaborate with colleagues in DAE in order to maximize potential and meet event goals and objectives
Identify and participate in discussion and decision-making about strategies, opportunities, potential conflicts, and other issues related to the successful production of events and follow up
Develop and/or maintain highly professional standards and procedures for production of events in keeping with the image and reputation of UCalgary. Serve as central resource for matters of university protocol (e.g., event format, image projection, and etiquette to be observed)
Prepare pre- and post-event analysis, and assess opportunities and make recommendations for improving service to internal and external constituencies, and implement those improvements as appropriate
Prepare year-end events report, providing analysis and recommendations for future actions and improvements
Event Production and Management
Provide leadership and direction in the execution of high quality events and ceremonies that advance campus priorities related to alumni relations and development, and provide the platform for recognition of distinguished accomplishments or guests. Serve as the representative of the VP, DAE the execution of events for which they are hosts, or when their involvement is expected; interface with other campus units to manage events on their behalf
Prior to all events, receive or make recommendations on program content and organization, and prepare written briefings or procure them from appropriate sponsoring office. Independently, or in concert with program sponsor, oversee event program development (e.g., recruit and/or facilitate coordination and briefing of speakers/presenters, develop program agendas, determine order of speakers, etc.)
Provide leadership and direction in performance of the details of event production, with emphasis on high standards for customer relations, attention to detail, protocol, and etiquette. Be able to ensure each event is planned with respect to its long-term contribution to DAE relationship development objectives. Ensure the appropriate tone, schedules, and appearance of all events-related invitations, programs, and correspondence. Ensure implementation of events objectives in compliance with University policies and procedures
In partnership with key staff, develop and/or ensure utilization of standardized systems and technology to automate elements of event planning, tracking, and production whenever possible
Ensure that all relevant DAE staff are briefed and ready to follow up with the appropriate event attendees, in order to further the long-term objectives of each event.
Develop productive working relationships with campus and community resources
Unit Management- 25%
Provide training, coaching, and counseling to ensure that employee performance expectations are clearly communicated
Ensure that performance is appraised on a regular basis and is objectively measured in accordance with UofC policies and procedures
Support employee career development opportunities
Responsible for performance management (up to and including terminations) full cycle recruitment and retention
Provide a workplace free from any form of harassment, intimidation, or unlawful discrimination, and which promotes mutually respectful and professional interactions
Establish and maintain unit programs and procedures to ensure compliance with the campus Injury and Illness Prevention Program; maintain a work environment free from recognized hazards
Develop, control, and administer the annual events operational budgets, and ensure they are prudently managed. Develop and provide budgetary analysis and reports.
Prepare, manage, and monitor event budgets, anticipating costs of production, technical, and promotional needs. Clarify funding source for events not sponsored by DAE. Ensure detailed event financial information for fiscal control purposes
Assume accountability for the accuracy and integrity of unit records
Ensure compliance with University accounting, cashiering, audit and fiscal controls
Establish and ensure maintenance of an internal controls system, which includes: separation of duties, appropriate authorization and approval mechanisms, safekeeping of assets, and review and reconciliation of records
Qualifications / Requirements:
A relevant bachelors degree, three years of experience managing staff or volunteers, and at least one year of experience in a post-secondary educational environment are required. Additional post-secondary experience is a desirable asset.
Substantial and progressively responsible experience in, and knowledge of planning, production and management of large, small, high profile, and less-formal events for diverse and distinguished guests, with the ability to formulate creative ideas, and to analyze, evaluate, and negotiate details reflective of a successful event.
Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules, set priorities that accurately reflect the relative importance of activities or job duties, and effectively carry out event goals in a manner that enhances the image of the University.
Experience and ability to apply management principles, practices and techniques to ensure the effective administration of the unit, and to ensure that institutional goals are accomplished.
Fiscal and budget management knowledge and experience, including:
Ability to establish, implement, monitor, and analyze financial data and reporting systems
Ability to prepare, manage, and monitor event budgets, anticipating costs of production, technical, and promotional needs
Ability to learn and understand University policies and procedures, campus financial and acquisitions systems, and to adhere to internal control principles and systems
Knowledge of audit compliance
Leadership skills to provide vision, motivation and guidance to faculty, staff, and volunteer leaders.
Excellent communication skills sufficient to express ideas and agreements concisely and persuasively, both orally and in writing, to a variety of constituencies.
Demonstrated integrity, dependability, sound judgment, teambuilding and resourcefulness to establish and maintain collaborative, positive, and effective working relationships with multiple and diverse constituency groups.
Knowledge of effective human resources management principles and practices, including:
Skills sufficient to hire, train, provide direction, motivate, mentor, and evaluate staff
Ability to evaluate training needs and identify, provide, or support a training and/or professional development plan
Commitment to achieving affirmative action goals and enhancing staff diversity
Knowledge of social and university procedures of protocol and etiquette
Computer skills with ability to use word processing and spreadsheet software, and knowledge of desktop production and database systems
Ability to address complex issues utilizing a clear, thoughtful manner, and to come to resolution quickly without jeopardizing the event or relationships with people involved
Ability to listen carefully to understand, respond, and problem-solve effectively to address concerns and interests of campus constituents, guests, vendors, and others as needed
Ability to work independently with minimal supervision, as well as to serve as a key member of the DAE management team
Application Deadline: April 1, 2019
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.
This position is classified in the Management Career Band, Level 3 of the Management and Professional Staff Career Framework.
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 . For more information view the Careers in Development and Alumni Engagement website
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.