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Events and Administrative Coordinator, Engineering Student Centre

Job ID: 27675

Updated: January 24, 2023

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Engineering Student Centre in the Schulich School of Engineering is currently seeking a Full-time Limited Term Events and Administrative Coordinator for approximately 2 years.

Reporting to the Associate Director – Student Services, the Events and Administrative Coordinator is responsible for delivering high-impact events that engage with both undergraduate and graduate students across the SSE community. This role requires a high level of customer service, a well-developed understanding of the events cycle, logistical requirements, and the ability to independently set and manage priorities and deadlines.

The position will require irregular work hours including early morning, evening and/or weekends to support student facing events and activities. While there is some flexibility for remote work, in alignment with the operational needs of the Engineering Student Centre, it is expected that this position will be based primarily on campus. 

The primary purpose of this role is to coordinate the planning, design, and execution of successful, strategically aligned high-quality events for the Schulich School of Engineering, and to provide event services to SSE students, staff, and faculty, supported by the Engineering Student Centre.

This role will coordinate the full-cycle of a broad range of events and activities of varying scope and complexity. They are responsible for all logistics with respect to event planning including liaising with facilitators and vendors, preparing meeting materials, and the procurement of supplies. The Coordinator will support activities focused on all elements of the student experience including transition programming, events related to academic programming, and professional development. Some of the specific events would include, but are not limited to; new student orientation, the Engineering Program Fair, student leadership conferences, and the engineering design capstone fair. They will also provide secondary support, representing the Engineering Student Centre at Undergraduate and MEng recruitment events, ie. Career Fairs attendance, Open House and [email protected] 
 

Position Description

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

Events Coordination:

  • Awareness of Schulich School of Engineering events to anticipate deadlines and timelines. Create and maintain Engineering Student Centre Events calendar
  • Deliver on full-cycle events planning, execution and evaluation, including: event briefs, scheduling, assisting with event-specific communications planning, procuring event specific materials and supplies, sourcing the venue, floor plans, emergency plans, coordinating contracts, handling all speaker arrangements, creating checklists, compiling invitation and RSVP lists, proactive changes to plans and procedures, and arranging for food, beverages, audio-visual equipment and other related supplies.
  • Work collaboratively with other SSE teams including ESC Managers, academic departments, and the Dean’s Office to research options, coordinate resources and execute logistics for student facing SSE events.
  • Collaborate with key business and academic units across campus and the University’s external community to build and maintain productive working relationships.
  • Evaluate and report on the effectiveness of the event and implement proactive changes to ensure continuous improvement.

Administrative Support:

  • Manage multiple inboxes, calendars and room bookings on behalf of the Engineering Student Centre, responding to inquiries frequently.
  • Administrative support for strategic projects including scheduling, generating reports, preparing meeting materials, note-taking, AV/Commedia, catering, and procuring supplies.
  • Develop evaluation and tracking procedures that collect results-based data over the long term to enable holistic assessment of the effectiveness of programs and events.
  • Scheduling support for Engineering Student Centre services and technicians for Lab Spaces.
  • Take initiative and suggest ideas for stream-lining or modifying tasks to improve efficiency.

Qualifications / Requirements:

  • Post-secondary Degree/Diploma in Office Administration, Business Administration, Arts, or a related field; and a minimum of five years of directly related administrative professional experience, or an equivalent combination of education and experience is required.
  • Strong organizational, problem solving and time management skills as demonstrated by 5+ professional experience.
  • A minimum of 2+ years of previous event planning experience is required.
  • Excellent communication skills, both verbal and written.
  • A high degree of flexibility with the ability to anticipate and adapt quickly to changing priorities in an effective manner.
  • A positive and collaborative attitude, with the ability to work effectively as part of a cross-functional team within a large, complex and dynamic organization is required. 
  • The position requires high energy, flexibility, innovation, and creativity and operates in a team environment with fast-changing priorities and tight deadlines.
  • Demonstrated professionalism, tact, maturity, judgment, and attention to detail with the ability to produce work with a high degree of accuracy.
  • Team player with ability to establish positive relationships with students, staff and stakeholders across campus and external to the University.
  • Comprehensive computer skills including Microsoft Office, PeopleSoft, Email applications and web-based systems and ability to learn new systems as required.
  • Physical stamina including the ability to support event set-up.

Application Deadline:  February 07, 2023

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 3.

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 visit Careers in the Schulich School of Engineering.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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