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Coordinator, Calgary Distinguished Writers Program, Faculty of Arts Communication, Faculty of Arts

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Job ID: 13355

Updated: August 24, 2017

Location: Main Campus

Position Overview

The Faculty of Arts Communication in the Faculty of Arts is currently seeking a Part-time Regular Coordinator, Calgary Distinguished Writers Program.

Reporting to the Director of Communications and Marketing for the Faculty of Arts and with accountability to the Chair/Acting Chair of the Calgary Distinguished Writers Program, the Coordinator is responsible for the administrative support of the Calgary Distinguished Writers Program (CDWP) and planning and delivery of CDWP programs and initiatives.

The Coordinator supports the CDWP Steering Committee and is a member of the Faculty of Arts communications and marketing team. The position works closely with and takes direction from the Chair/Acting Chair of the Calgary Distinguished Writers Program and its steering committee to plan engagement activities and provide support for CDWP programming. The position also works closely with members of the Faculty of Arts communications and marketing team to achieve marketing, media relations and digital media objectives and to integrate marketing and communications tools into CDWP events and initiatives.

This is a part-time position consisting of 17.5 hours per week. Work outside of regular office hours is required for event management, with compensating time off available. The position is a part of the AUPE Collective Bargaining Unit.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Literary Expertise

  • Work with the Chair/Acting Chair and steering committee to ensure the Calgary Distinguished Writers Program maintains its mandate; support the Chair/Acting Chair in reviewing, revising or creating policies, procedures, and processes of the CDWP and bring forward recommendations for improvement; seek opportunities to grow and extend the scope of CDWP activities and contributions
  • Advise the CDWP Writer-in-Residence on the literary community of Calgary and strategize community engagement initiatives for her/him
  • Under direction from the steering committee, secure high profile visiting speakers, including negotiating and liaising with literary agents
  • Liaise and maintain positive working relationships with members of the CDWP Steering Committee and between the CDWP, the Department of English, donors, writers, external stakeholders, and organizations within Calgary’s writing and reading communities

Administrative Support

  • Support and coordinate the work of the CDWP Steering Committee including preparing steering committee meeting agendas and taking minutes for monthly meetings, circulating agendas, minutes and invitations; seeking committee input/feedback on event plans and communications; coordinating the selection process for the writers associated with the program; and briefing the committee on program operations
  • Onboard the CDWP Writer-in-Residence each year, advising her/him on university processes, programs, mission, and values; provide administrative support for Writer-in-Residence, including the writer’s calendar and event schedule
  • Coordinate public appearances and event schedules of the Writer-in-Residence and Distinguished Visiting Writer;
  • Prepare and present monthly reports to the committee on the Coordinator’s work; prepare event reports and evaluation measures
  • Document processes for committee decision-making and review of budgets, event plans, and marketing/communications plans

Marketing and Communications

  • Create and implement event plans; plan and manage logistics for public events featuring writers with attendance between 25-1000, including securing speakers, booking venues and catering, arranging travel, setting up events, creating event schedules, hiring photographers; coordinating all logistics; lead and manage all event day logistics; recruit and train event volunteers; write event briefing notes and speaking notes for committee members and the Dean, Faculty of Arts
  • Work with marketing staff, designers and photographers to project manage communications and marketing to promote the CDWP and its events, including print and digital collateral. Write and edit collateral including invitations, print and online promotional material and advertisements, posters and social media
  • Coordinate the CDWP’s social media on a day-to-day basis; create and implement a content calendar; update website content for the CDWP; manage digital event invitations; work with the Digital Specialist to integrate social media and digital promotion into event and community engagement plans
  • Support the creation and implementation of marketing/engagement plans for events and other activities and in the creation of an annual marketing/engagement plan for the CDWP; brief a steering committee on community engagement, marketing and communications strategies for the CDWP

Qualifications / Requirements:

  • Post-secondary degree in English or a related field and three to five years¿ of recent, relevant experience
  • Knowledge of and demonstrated interest in the writing and reading communities of Calgary, Alberta and Canada
  • Experience in a large complex organization and knowledge of the post-secondary education sector
  • Superior interpersonal skills and experience working with committees, volunteers, partners, sponsors, donors and high profile speakers and agents
  • Experience maintaining budgets
  • Demonstrated experience in coordinating event plans and logistics, scheduling and reporting/evaluation practices for small, medium and large-scale events, preferably in educational, public sector, or non-profit settings
  • Communications/marketing experience including planning, writing and project managing print collateral and working with designers is an asset; experience using social media and updating websites is also an asset
  • Ability to use good judgment, take initiative, work independently and innovate
  • Strong organizational and multitasking skills; ability to manage workload and time productively
  • Diplomacy, calmness, and good judgment required to handle complex, stressful situations appropriately
  • Ability to work evenings and weekends is required. Must be flexible

Application Deadline:  July 25, 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 Specialst/Advisor Job Family, Phase I.

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 about the Faculty of Arts visit Careers in the Faculty of Arts.

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

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.


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