Events & Administrative Coordinator, Schulich School of Engineering

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 Dean’s Office in the Schulich School of Engineering is currently seeking a Full-time Regular Events & Administrative Coordinator.

Reporting to the Director, Business Operations, the Events and Administrative Coordinator is responsible for providing senior level support for strategic initiatives including equity, diversity, inclusion, and accessibility (EDIA) and community engagement events and activities within the Dean’s Office in the Schulich School of Engineering.

The role requires a high level of customer service and professionalism. Furthermore, the candidate for this role must have a strong understanding of the events cycle and logistic requirements associated.  Therefore, organizational skills are essential, as well as the ability to prioritize tasks.

Flexibility in working hours (including early morning, late evening or weekend work) will be required. While there is some flexibility for remote work, in alignment with the operational needs of the Dean’s Office, it is expected that this position will be based primarily ON CAMPUS.

The primary purpose of this position is to provide senior event and administrative support to the SSE Dean’s Office, including EDIA and Community events and initiatives.

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. Events include, but are not limited to: community engagement, undergraduate student recruitment, engineering outreach (youth in K-12), and events to foster an environment of inclusion and support for current students, faculty and staff.

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 Schulich 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.
• 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.
• The position requires high energy, flexibility, innovation, and creativity and operates in a team environment with fast-changing priorities and tight deadlines.

Administrative Support:

• Provide a knowledgeable and welcoming presence at the front desk of the Deans Office for 14-21 hours per week.
• Manage multiple inboxes, calendars and room bookings for SSE, 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.
• Schedule student leaders for various activities including tours, calling campaigns and special events.
• Maintain office files for all events and programs in the Community and Social Impact Portfolio.
• 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.
• A genuine interest in EDIA and community engagement, and a willingness to continually expand knowledge in this area.
• 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.
• 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:  November 21, 2022

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 (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).

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