Events & Engagement Specialist, The Hotchkiss Brain Institute

Description

The Hotchkiss Brain Institute in the Cumming School of Medicine invites applications for a Events & Engagement Specialist. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

The Hotchkiss Brain Institute (HBI) in the Cumming School of Medicine (CSM) at the University of Calgary consists of over 1700 scientists and clinician scientists, trainees and staff who work together towards the Institute's mission to inspire discovery and apply knowledge towards innovative solutions for neurological and mental health disorders. The HBI is one of Canada, leading centers of excellence in brain and mental health research and education. The HBI operates within the Cumming School of Medicine and in partnership with Alberta Health Services. The Institute also leads the University‚  campus-wide Brain and Mental Health (BMH) research strategy on behalf of the Vice-President (Research). The BHM research strategy unites over 400 researchers across nine faculties under a shared discovery-based research framework.

Reporting to the HBI Senior Manager, Innovation, Partnerships and Strategy, in collaboration with the Logistics Coordinator, this position will provide internal and external engagement and event organization for the HBI. The position requires effective ongoing communication and collaboration with other HBI staff, and HBI faculty members and their trainees. The individual will be required to work both independently and in a team environment with frequent deadlines and shifting priorities. Work duties outside of normal office hours will be infrequent, but may be required.

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

• Leading execution of events to support HBI research initiatives, brand awareness and reputation
• Work with the HBI Directors to support events under the Education, International, Innovation and Commercialization and Research portfolios
• Coordinate the execution and growth of both internal and external events, such as Research Day, M.I.N.D Prize, Kolb Lecture/Welcome back and HBI member and community events
• Optimize relationships with pivotal internal and external companies, brands, and stakeholders for collaboration of events
• Develops working relationships with outside vendors and establishes prices and service agreements and managing contracts internally within UCalgary
• Point of contact/resource for all events that are run by other HBI members
• Create and abide to budgets allotted to each event
• Displays leadership in guest hospitality, exemplifies excellent customer service and creates a positive atmosphere for guest relations
• Developing and maintaining detailed and comprehensive event summaries to monitor the health of each program; compiling all details and ensuring a seamless execution
• Ensure risk mitigation is considered for each event
• HBI Trainee and Alumni Engagement:
  • Manage and lead the establishment of the HBI community and strategy to showcase HBI and its new initiatives to trainees and alumni
  • Working with appropriate stakeholders at the CSM and university, the Engagement Advisor will initiate and sustain tracking of HBI alumni (including trainees, staff and faculty who have worked or are working at the HBI)
  • Develop and maintain an HBI Alumni database and mailing lists suitable for internal and external communication
  • Build and maintain positive relationships with internal UCalgary alumni programs and collaborate with CSM alumni in order to develop a robust engagement strategy for the HBI
  • Provide HBI leadership with metrics to make informed decisions on trainee and alumni engagement

Qualifications / Requirements:

• Bachelors Degree in a related field 
• 2-4 years event coordination experience in a professional environment
• Ability to plan and execute events to engage students, alumni, faculty, stakeholders, and general public
• Create a project plan/ standard operating procedure for several event types to be used by all team members
• Ability to communicate and foster positive relationships with internal and external members of the University
• High level of problem solving abilities and uses research and analysis to solve complex problems
• Education and/or experience in a science-focused workplace preferred
• Able to work with accuracy in a multi-functional environment focused on excellent customer service to diverse internal stakeholders
• Enhanced level of organization and analytical skills.
• Strong written and verbal communication, organizational, and interpersonal skills
• Intermediate to advanced knowledge of MS Office software
• Experience using core social media platforms for business: LinkedIn, Twitter, Facebook, Instagram, considered an asset
• Experience using social media scheduling tools and understanding associated analytics: Hootsuite and Later experience an asset
• Highly professional demeanor
• Familiarity with the University of Calgary structure and processes is an asset
• Event coordination experience with small to medium size events, collaborating with multiple partners; orchestrate medium sized event organization
• Virtual event coordination experience is an asset

Application Deadline:  October 3, 2024

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.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy 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]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

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