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Event Coordinator, Faculty of Environmental Design

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Job ID: 15718

Updated: June 15, 2018

Location: Main Campus

Position Overview

The Faculty of Environmental Design is currently seeking a Full-time Regular Event Coordinator

Reporting to the Manager Faculty Operations, Administration & Facilities, this position is responsible for the coordination and implementation of a broad range of events and special projects with an aim to strengthen community relationships and enhance the reputation of the Faculty and the University of Calgary.
 
The Events Coordinator works closely with the Director of Development and the Manager Marketing & Communications with respect to the planning, development, implementation and reporting of internal and external Faculty events. Hours of employment are standard 8:30 AM to 4:30 PM Monday-Friday; however, a willingness and flexibility to work evenings and weekends when necessary is required.

Position Description

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

  • Work with the Manager to plan, coordinate and execute all logistics for events including booking facilities, audio-visual components, communications requirements, computer and other equipment requirements, decor, catering, photography, entertainment, security, etc.
  • 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)
  • Update and distribute event documents including budgets, timelines, schedules, and briefs while adhering to project management best practices
  • Help coordinate all aspects of organizing events including developing and inputting invitation lists, tracking RSVPs and attendance, promotions and communications, providing on-site event coordination, and compiling detailed post-event reports 
  • Administer the day-to-day operations for Faculty events, including communicating with internal and external stakeholders, preparing correspondence, responding to emails 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 materials
  • Coordinate large mailings of invitations and the distribution of promotional materials
  • Control event signage and supplies inventory, including responding to faculty and departmental requests for branding at events
  • Develop, maintain and model positive working relationships with students, faculty staff and volunteers to ensure event success
  • Provide administrative support to the managers and directors ensuring the effectiveness of the office 
  • Maintain event budgets and reconcile expenses on a monthly basis
  • Support the development, implementation and maintenance of EVDS communication and marketing strategies
  • Manage up-to-date documentation and database of all collaborators and stakeholders
  • Support the administration of Development activities, which may include briefing notes, stewardship activities, and research
  • Prepare monthly, quarterly and annual reports as required
  • Support working group committees including setting meetings, preparing agendas, taking minutes and distributing meeting notes to all stakeholders, as appropriate
  • Foster a service-oriented approach

Qualifications / Requirements:

  • Completion of post-secondary certificate, diploma or Bachelor's degree in events planning or events management or related field, or equivalent experience
  • Minimum of 5 years strategic event planning/management experience is essential
  • Working knowledge of Microsoft Office (Excel, Outlook, Word and PowerPoint specifically), PeopleSoft, database management, social media, website management, web applications and their integrity is an asset
  • Observe ethical principles in keeping with the University's mission and values, policies and procedures and in accordance with charitable giving and other professional standards as well as FOIP legislation
  • Strong interpersonal communication, writing and relationship-building skills are essential
  • Understanding of University of Calgary financial policies and procedures is essential, along with fiscal management skills
  • Ability to manage and deliver multiple events and communications materials and activities
  • Ability to work independently and as part of a team; demonstrate integrity and a strong sense of professional ethics
  • Proven organizational skills and time management skills
  • Ability to problem solve at a moment's notice, especially when the events are in session and problems/issues arise

Application Deadline: June 14, 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 Operational / Administrative 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. For more information about the Faculty of Environmental Design visit Careers in the Faculty of Environmental Design.

 

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.

 

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