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Communication and Events Coordinator, Strategic Initiatives, VP Research

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Job ID: 16130

Updated: August 11, 2018

Location: Main Campus

Position Overview

The Office of the VP Research is currently seeking a Full-time Temporary Communication and Events Coordinator for approximately 3 months.

This position reports to the Director, Operations (VPR) and works closely with members of the VPR team to provide efficient and effective communication and event coordination support.

The Communication and Events Coordinator will also support the implementation of research strategies and research platforms. Tasks include the development of communication plans and materials, the delivery of events and networking activities, and development and maintenance of websites. The Communications and Events Coordinator will interact with a diverse population comprised of faculty, staff, and students. It will also include interactions with external organizations.

The position requires the ability to use discretion, maintain professionalism, confidentiality and composure under pressure, demonstrate adaptability and flexibility and provide efficient, quality service often requiring multi-tasking simultaneous priorities. High volume and variety of work demands, much of which are driven by internally and externally imposed deadlines and requirements, can be expected.

Position Description

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

Accountabilities for this position include the successful delivery of a wide range of events and the coordination of competing demands for communication support within the VPR team to advance and implement strategies from Eyes High. The nature of the work performed provides an opportunity for the incumbent to demonstrate problem-solving abilities and increase responsibility through initiative, self-motivation, and professional development.

Specific Tasks and Duties include:

  • In consultation with the VPR team, implement special events and internal/external activities designed to advance the implementation of the strategic research initiatives.
  • Effectively plans, organizes and stages a wide variety of events, including the development of the program, invitation and registration of the guests, speakers and targeted participants, documentation of the outcomes and dissemination of the results;
  • Assess the logistical and strategic requirements of each event from promotional materials, booking guest speakers, contacting external collaborating organizations, catering, venue booking, and travel and accommodation booking for guests;
  • Prepare meeting and events materials (e.g. agenda, event brief, participant lists, speaking notes, slide deck, etc);
  • Coordinate photography, graphic design, audio/video production, and social media activities for events as required;
  • Maintains group mailing lists and manage updates;
  • Liaises with researchers, trainees, partners and others, as necessary;
  • Develop event evaluation tools to assess the success/potential for improvement for each, as well as their value to the overarching mission and objectives of the VPR portfolio.
  • In consultation with the VPR team and partners, gathers and compiles information related to various initiatives for distribution through websites, articles, and communications materials.
  • Develops communication plans for specific initiatives that engage the VPR team and partners from the research community (faculty members, postdoc and student associations, other administrative units, etc.)
  • Prepares and presents status reports, correspondence and other documentation; provides timely and accurate information and updates to senior leadership;
  • Assists in the preparation of documents such as progress and final reports, PowerPoint presentations, minutes, etc;
  • Compiles the necessary information to keep the research and project websites up-to-date; monitor, control and track the various research outcomes and deliverables;
  • Develop communication materials, such as guidelines, orientation packages, meeting materials, etc.
  • Develop and maintain positive working relationships with University contacts and external stakeholders; communicate within and outside the university in a professional and proficient manner;
  • Work independently on specific communication activities and assignments;
  • Work strategically with members of the VPR team to coordinate and plan schedules to ensure successful alignment with priorities;
  • Provide general communications support as needed to the VPR team;
  • Use initiative and good judgment, and work in a cooperative, timely and efficient manner;
  • Work effectively within the framework of the University of Calgary policies and procedures;
  • Effectively time manage to prioritize workflow and meet deadlines;
  • Maintain current and timely communication among colleagues and collaborators;

Qualifications / Requirements:

The Communication and Events Coordinator will be a self-starter, have a strong entrepreneurial spirit, is driven to engage with a wide-range of internal and external stakeholders and will take proactive measures to enhance the profile of the VPR's strategic research initiatives through enhanced communication and coordination of events. This position requires knowledge of university-wide practices and the complexities of the University and its organizational structure.

Specific qualifications include:

  • Post-secondary education, preferably a university degree in communications or related field, combined with experience in marketing and communications
  • 2-4 years of related working experience
  • Proven experience in producing a variety of communication materials, including web-based communications, aimed at various audiences
  • A proven leader in the development, coordination, and execution of high-profile events
  • A strong writer and editor, able to produce high-quality content on short deadlines
  • Experience with web-based applications such as Drupal and Marketo
  • Intermediate to advanced computer skills, including Microsoft Office and Adobe Creative Suite/Cloud (Photoshop and InDesign required, other programs would be an asset)
  • Knowledge of university environment and core university systems is an asset
  • Proven experience in event management, public relations, media relations and/or communications
  • Highly developed communication, consultative and problem solving skills and ability to work with cross functional teams effectively
  • Excellent interpersonal skills and ability to build relationships and facilitate collaboration between diverse groups.
  • Requires a high level of tact and professionalism
  • Ability to act decisively and to exercise a high degree of initiative and judgment in a fast-paced environment, with constantly shifting priorities
  • Attention to detail a must
  • A proven ability to work under stressful and tight deadlines while working with a diverse set of internal and external stakeholders.

Application Deadline: August 10, 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 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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