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Event Data Coordinator, Strategic Events and Communications, Development and Alumni Engagement

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Job ID: 15866

Updated: July 12, 2018

Location: Downtown Campus

Position Overview

The Strategic Events and Communications Team within Development and Alumni Engagement is currently seeking a Full-time Temporary Relief, Event Data Coordinator for approximately 1 year .

A key unit in the Development and Alumni Engagement (DAE) division, the Strategic Events and Communications (SEC) team has been developed specifically to create best-in-class donor and alumni events and programs and to lead, advise and inspire DAE event planners to develop high-impact events that drive lifelong connection and philanthropic engagement for the University of Calgary.

The Event Data Coordinator will play key role in the preparation, collection, management and analysis of data for the unit's events. Reporting to the Director, Strategic Events in the Development & Alumni Engagement (DAE) division, the incumbent will work closely with and provide support to the team's vent Specialist. The position will manage highly sensitive and confidential information and will regularly interact with key stakeholders such as donors, alumni, community leaders, volunteers and internal staff both within DAE as well as other offices at the university. Involvement in divisional projects and cross-functional teams is a core part of the role. The incumbent will also provide administrative event-planning support and will possess highly advanced organizational skills and a strong ability to anticipate needs, plan, organize and perform work with very little direction. This position will embrace working in a rapidly changing environment, and perform within a team with a strong sense of accountability and clear project goals.

Position Description

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

  • Primary individual in the Strategic Events team responsible for event-related data maintenance, management, reporting and analysis.-
  • Define target audience, set criteria for event invitation lists and liaise with various relationship managers, list owners and data services to pull approved lists from the RE database
  • Work with data services to create and maintain registration page, dashboards and master attendance lists
  • Coordinate with marketing and communications team and liaise with data services to develop event invitations and set milestones, key dates and deadlines
  • Coordinate execution and tracking of peer-to-peer/personalized outreach by relationship managers
  • Collect RSVPs and manage comprehensive and robust master attendee list including cross-referencing, verifying, cleaning-up and updating constituent data
  • Manage and/or coordinate research, briefing and analysis on event attendees
  • Reconcile attendance post- event and ensure accurate tracking and coding in the RE database
  • Create and manage post-event surveys
  • Liaise with various internal stakeholders and extract relevant data from multiple sources to develop and distribute event reports
  • Maintain integrity and cleanliness of data, in partnership with data services, relationship managers and various list owners.
  • Manage data generation projects, ensuring timely, relevant, accurate and consistent information is provided and used.
  • Lead event-related donor and alumni data management tasks, including new queries, refining existing queries, exports, imports and mailings.
  • Lead creation of unit processes, protocols and controls according to defined business standards in a manner that contributes to: a best-in-class event experience; meaningful engagement of donors and alumni through events; integrity and accuracy of the RE database.
  • Develop an ongoing model of event data preparation, collection, management and analysis to support event planners across DAE.
  • Advise and support event planners in other DAE units and faculties in the implementation of event data model and processes.
  • Work with data services to design data query templates and examples to allow for consistent event data management processes across DAE.
  • Support administration of event budgets and expenses
  • Assist in the development, maintenance and distribution of event planning toolkit, best practices and metrics
  • Manage DAE events and travel calendar including access, permissions, content as well as flagging collaboration opportunities or potential concerns
  • Manage event inventory and handle requests from DAE
  • Support management of DAE Events Task Force

Qualifications / Requirements:

  • Post-secondary education and three or more years' experience in an environment in which databases and/or other supportive technologies are integral to the role
  • Knowledge of Raiser's Edge or similar CRM required
  • Experience in higher level data functions including complex queries, exports, imports, reports and mail merges
  • Familiarity with online event registrations systems
  • Experience with Marketo or similar eMarketing tools will be considered an asset
  • Ability to accurately and efficiently input information into data system, along with a strong understanding of how to effectively collect and manage data
  • Accuracy and attention to detail is crucial, and superior ability to spot errors and inconsistencies when supporting colleagues and managing data
  • Extensive experience in using and supporting the MS Office Suite, especially as it interfaces with current database technologies
  • Strong customer-service attitude and investigative approach to working with colleagues and responding to inquiries
  • High-level of initiative, innovation and entrepreneurial thinking when improving existing processes and systems and developing new ones
  • Naturally collaborative, demonstrates an openness to new ideas and feedback, and appreciates the importance of meeting clearly defined outcomes
  • Excellent verbal and written communication skills
  • Able to remain positive and confident under pressure, to interact in a highly professional manner and to build good relationships with clients and team members
  • Experience in problem solving and troubleshooting in a team environment, and able to demonstrate effective team skills such as listening, sharing information, and supporting team decision-making processes
  • Outcomes-focused and strong project management acumen
  • Experience in community relations and a strong understanding of post-secondary environments is an asset
  • Understanding of, and a passion for, working within a performance management culture

Application Deadline: July 11, 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

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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