Facilities and Events Coordinator, Hunter Hub for Entrepreneurial Thinking

Position Overview

Hunter Hub for Entrepreneurial Thinking invites applications for a Facilities and Events Coordinator. This Full-time Fixed Term position is for approximately 2 years (based on length of grant funding), with the possibility of extension.

Created with a transformational gift from the Hunter Family Foundation in 2017, the Hunter Hub for Entrepreneurial Thinking is U Calgary's community innovation hub that transforms lives and economies through fostering entrepreneurial thinking in students, faculty and the community. Our mission is to create and support game-changing innovators and accelerate their ideas from conception to impact. Located in the Vice-President Research portfolio, the Hunter Hub contributes directly to the University of Calgary's strategic vision to be the most entrepreneurial university in Canada.
 
Reporting to the Executive Director of the Hunter Hub, and working collaboratively with internal stakeholders and external partners, the Facilities and Events Coordinator will support the facilities operations of the Hunter Hub space, and related administrative and event duties to ensure smooth, efficient, and effective operations of the Hunter Hub space.

Position Description

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

• Support the front-line/receptionist team in the Hunter Hub Collision space
• Organize and maintain all digital displays and marcom materials in all meeting spaces and at external events, where required
• Maintenance of central email address to provide visitors, Hunter Hub staff and UCalgary community support in a professional, courteous, proactive and positive manner
• Provides relevant University of Calgary policy and program information to space clients, students, and community
• Front line contact for event booking clients and Innovation Sandbox members to ensure their needs are met; Interact frequently and independently with senior administrative staff and key stakeholders on space bookings
• Manage the workflow and the smooth operations involved in coordinating the Hunter Hub event/space bookings calendar and the day-to-day facilities activities of the Hunter Hub for Entrepreneurial Thinking; Work to establish best practices and write SOPs to continually improve the effectiveness of the Hunter Hub facilities operations, providing input on methods, scope, timing, and resources needed for improvement.
• Maintain and/or coordinate the set-up of all meeting and event public spaces as needed
• Oversee maintenance of infrastructure and space; coordinate IT and other event or space equipment setup/maintenance/refresh as appropriate
• Keep inventories up-to-date and order supplies
• Ensure Health & Safety standards are met and initiate safety procedures for area needed for COVID or other situations including emergencies
• Support the execution of Hunter Hub events and programs (online and in-person) as required, including logistics and vendors; managing the Zoom backend; creation of agendas, event briefs or programs for meetings; invitation and registration of guests, speakers and/or participants
• Work closely with the VP Research office to ensure finances that are used towards the mandate of the Hunter Hub are compliant; Develop and maintain strong relationships with research accounting, procurement, IT and various other key internal groups.
• Manage membership payments for Innovation Sandbox members and enter information into database
• Process basic journal entries in PeopleSoft; Set up new vendors and process accounting purchase orders, expenses, invoices, fund transfers and payment requisitions in a timely manner into the U of C accounting system
• Support the development of (and execution for) vendor or partnership contracts (i.e., ensure deliverables are met including payments)

Qualifications / Requirements:

• A post-secondary certificate or degree in Hospitality/Events, Facilities, Operations and/or business or a related field is preferable. A combination of education and experience will be considered
• Minimum 5 years experience in a position with operational accountabilities and/or event planning and a demonstrated increase in responsibilities over that period
• Experience collaborating and working amongst multiple organizations is an asset; Proven ability to work collaboratively with team members from a variety of disciplines is essential
• Strong interpersonal skills, with demonstrated professionalism and diplomacy, discretion, courtesy and respect in all interactions
• Ability to act decisively and to exercise a high degree of initiative and sound judgment
• Strong written and verbal communication skills are a necessity
• Advanced skills in Microsoft Office (e.g. Outlook, Teams, Word, Excel, Adobe Acrobat, etc) internet skills (e.g. google drive: sheets and forms, etc.) and the ability to acquire a high-level understanding of the university processes and business systems are desirable
• Experience at UCalgary and/or with eFin and PeopleSoft experience is an asset
• Experience with Social Tables, Qualtrics and/or Salesforce an asset
• Excellent organizational and problem-solving skills with strong attention to detail
• Ability to work independently, set priorities and remain calm under pressure in a complex environment
• Familiarity with event policies and protocols and basic knowledge of catering practices
• Ability to lift or move small furniture as required to reset and/or organize the space

Application Deadline:  February 17th, 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 Operations Administration Job Family, Phase 2.

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. 

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.