Events Coordinator, Distributed Learning and Rural

1 month ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

This position reports to the Manager, Business & Operations, Distributed Learning and Rural Initatives (DLRI), and also takes direction and is accountable to the Director, DLRI.

This position will act as the primary contact for all DLRI events, faculty development conferences and learner events and will provide support to operations related to budgeting, proposals, and project planning and reporting. The Events Coordinator will help determine priorities and deadlines for all DLRI events related tasks, developing new procedures for event coordination, and use independent judgement to find resolutions and solutions in a time sensitive manner.

There will be occasional travel within Alberta, valid driver's license and vehicle are required. During peak conference periods, typically fall and winter, this position may require changes to the work schedule encompassing evening and weekend hours.

**Position Description**

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

- Event Management
- With guidance from Director and Manager, DLRI, advise and/or lead in crafting high quality, educationally sound faculty development conferences and learner events
- Works independently within a team environment to concurrently manage multiple and complex events
- Thorough understanding of DLRI vision and mission in order to provide expertise on event delivery to meet strategic objectives
- Coordinates and executes all logístical requirements for faculty development conferences; which may include budget support, venue selection, policy reviews, equipment management, supplier engagement, event design, event invitation & distribution, attendance tracking, providing on-site logístical support and post-event reporting and debriefs
- Works with internal marketing and communications to ensure events are designed and promoted collaboratively with the established project request process
- Creates, updates and distributes event-related documents including timelines, emergency plans, floorplans and briefs while adhering to project management best practices
- Proposes innovative approaches to events that may influence best practices, save time and/or money and create more effective procedures
- Maintains an archive of statistics and event information on which to base future decisions and budgeting
- Stakeholder Relations
- Develops and maintains positive working relationships with internal partners, learners, faculty and staff to ensure event success and the positive reputation of the department
- Develops and maintains positive working relationships with external partners and suppliers and with the external community
- Develop and maintain positive, high-trust relationships with other team members and actively participate to ensure the success of the team
- Financial and Reporting
- Prepares budget for each event and ensures that budget goals are met
- Monitors event specific accounts through Efin and oversees timely and accurate processing of AP activities related to all events
- Assists the Manager with reconciliation of accounts post-event
- In collaboration with the Research Associate, collates the required information for post-event reporting
- Other duties as required
- Technology
- Learns and maintains skills to successfully use event management and survey software (i.e. Qualtrics)
- Advanced knowledge of MS Office programs (Word, Excel, and Access)

**Qualifications / Requirements**:

- Related post-secondary degree, certificate or diploma in event management, business or project management
- Minimum 3 years of recent event-related experience is required (within the last 6 years)
- Experience working in a post-secondary environment considered an asset, a combination of education and experience will be considered
- Exercising leadership and good judgement with a focus on service in a changeable environment is required
- Advanced interpersonal, organizational and time management skills with the ability to set priorities and meet constant, shifting deadlines
- Observing ethical principles in keeping with the University's and department's mission and values in accordance with other professional standards as well as Freedom of Information and Protection of Privacy (FOIP) legislation is required
- Awareness of DLRI events in order to anticipate and prioritize deadlines and timelines related to the promotion and execution of these events is required
- Ability to work with various University services and processes is required
- Ability to perform multiple, complex tasks with attention to detail in a fast-paced, challenging environment is required

**Application Deadline**: February 29, 2024

**Additional Information**

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**.

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