Events Specialist, Hunter Hub

Description

The Hunter Hub in the Office of VP Research invites applications for an Events Specialist. 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 Calgarys community innovation hub that transforms lives and economies through fostering entrepreneurial thinking in students, faculty and the community. Our mission is to cultivate 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 Manager, Facilities and Community, Hunter Hub for Entrepreneurial Thinking, and working in collaboration with the Office of Vice President (Research), the Hunter Hub team, and across all innovation areas and faculties of the university, Events Specialist will be the first face our community sees as they enter the Collision Space. In addition to executing the Hunter Hub events, the Events Specialist will be required to assist cross-functional groups on campus. Acting as the project manager to oversee all elements, from project intake, planning, execution, and reporting. The Events Specialist will be responsible for writing event plans with measurable objectives, established themes and key messages which align with the Hunter Hub and the University of Calgary priorities. Work hours are 8:30am-4:30pm (opening hours of the Hunter Hub); this position will involve flexible work hours (i.e. early mornings, weeknights, weekends) that are subject to change in order to accommodate the events schedule.

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

• Manage and maintain the Hunter Hub Collision space from 8:30am-4:30pm Monday through Friday.
• Maintenance of event booking 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.
• Create and maintain the Hunter Hub Events calendar, including but not limited to Lunch and Learns and Hunter Hub Signature Events.
• Maintain event supplies including but not limited to conducting monthly and yearly inventory, equipment maintenance, filing receipts and vendor contracts.
• Maintain space bookings and events calendar.
• Maintain and set up the Collision Space as needed for events, submit requests for space and facility service as needed; Ensure Health & Safety standards are met.
• Develop and execute Hunter Hub events and programs (online and in-person) as required, including logistics and vendors; agendas, run of shows, event briefs or programs; invitation and registration of guests, speakers and/or participants.
• Execute external events for other departments on campus using the Collision Space or external groups looking to use the space.
• Organize and maintain all displays and presentation materials in the Hunter Hub Collision space and at external events, where required.
• Maintain and update files and database.
• Prepare and present regular status reports, dashboards, analytics and other documentation; provide timely and accurate information and updates to leadership.
• Set up new vendors and process accounting purchase orders, expenses, invoices and payment requisitions in a timely manner into the U of C accounting system.
• General administrative duties including liaising with other University of Calgary departments for event related details.
• Maintain events budget for the Hunter Hub and ensure funds are being allocated appropriately.

Qualifications / Requirements:

• Related post-secondary certificate, diploma or degree in events management is required.
• 4+ years directly related experience in major event management, preferably in a post-secondary setting.
• Experience in planning virtual events using various digital event platforms is an asset.
• Collaborative, courteous relationship builder with exceptionally strong interpersonal and communication skills.
• Experience working with both internal and external clients, donors, volunteers, students and alumni.
• Experience in creating an events calendar for the year.
• Ability to balance multiple projects simultaneously, time and fiscal management, creativity, and attention to detail is required.
• Experience in creating events briefs/debriefs, building run of shows, leading tech rehearsals and has managed event day production and pre-produced projects.
• Proactive and energetic self-starter dedicated to superior client service and able to successfully manage multiple competing priorities with minimal supervision and direction, who strives to exceed the needs of all stakeholders and partners.
• Excellent verbal and written skills are required.
• Knowledge of entrepreneurship (or experience as an entrepreneur) an asset.
• Proficiency in computer programs including Microsoft Office Suite, and general knowledge and comfort working with other systems is required.
• Database administration experience required; database management an asset.
• Team player with strong interpersonal skills and the ability to direct and influence the work of others for project execution.
• Experience working collaboratively in decision-making processes.
• Knowledge of the University culture and environment is an asset.
• Must be willing to have flexible hours based on event needs.

Application Deadline: May 14, 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 (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

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.