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Events Specialist, University Relations
PRIMARY PURPOSE: The Events Specialist is tasked with the creation and execution of professionally managed, high-caliber events and engagement initiatives aimed at enhancing the reputation of the University of Saskatchewan. This role is crucial in fostering and strengthening relationships with key stakeholders, including alumni, donors, and prospective benefactors.
NATURE OF WORK: Reporting to the Director of Alumni Relations and External Engagement, the Events Specialist provides expert guidance in the design and implementation of event programming tailored for a diverse array of external stakeholders, both virtually and in-person. This position is focused on advancing the university's mission and the objectives outlined in the University Relations strategic plan.
The incumbent will orchestrate impactful engagement experiences and events with measurable outcomes to cultivate alumni loyalty, promote engagement, and enhance philanthropic support for the University of Saskatchewan. These experiences encompass VIP visits, dignitary engagements, ceremonies, and special events, varying from intimate gatherings to large-scale signature occasions.
This role necessitates collaboration with professionals within the Alumni Relations and External Engagement team, University Relations, and various campus units. The Events Specialist will forge partnerships and maintain strong working relationships to ensure continuous improvement of events, delivering exceptional experiences that achieve desired results.
The Events Specialist will thrive in a dynamic, fast-paced, and highly collaborative environment, managing multiple concurrent projects with competing deadlines. The incumbent must be self-motivated, collaborative, and adept at relationship building. The consequences of errors are significant for the university's reputation and its relationships with stakeholders. Flexibility for occasional evenings, weekends, and travel is required.
ACCOUNTABILITIES
- Lead the planning and management of events, including local and regional alumni engagement activities, donor and community stakeholder events, and externally facing events aligned with institutional priorities.
- Design and execute major events such as VIP visits, dignitary engagements, ceremonies, awards galas, donor recognition, outreach activities, and media relations events that support the institution's goals.
- Establish objectives and assess outcomes of event-based engagement initiatives.
- Coordinate with colleges, faculty, volunteers, and colleagues to ensure successful event execution.
- Create itineraries, event schedules, and invitation lists in collaboration with relationship managers to optimize stewardship opportunities.
- Ensure events adhere to established protocols and exceed stakeholder expectations.
- Oversee logistical coordination, including venue contracts, food and beverage arrangements, and on-site production requirements.
- Manage event budgets, ensuring accurate financial records and transactions.
- Conduct post-event evaluations, including debriefs and volunteer recognition, with recommendations for future improvements.
- Maintain accurate records of alumni and stakeholder information in the Engage CRM for effective relationship management.
- Develop event planning procedures that align with best practices for campus events.
- Provide expertise and support to advancement professionals in event planning.
- Identify opportunities for collaborative event planning across the institution.
- Work with University Relations communications staff to create necessary materials and messaging for events.
- Ensure timely and compliant recording of data and feedback from advancement events in the UR database.
QUALIFICATIONS
Education: A Bachelor's degree is required; a master's degree or other advanced education is strongly preferred. A combination of education and significant relevant work experience may be considered.
Experience: Five to seven years of experience is required, with extensive experience in alumni relations being an asset.
- Proven experience in planning, coordinating, and managing special events of varying sizes.
- Demonstrated success in an integrated business model.
- Experience in building relationships with diverse stakeholder groups.
- Experience working with volunteers of varying skill levels.
- Familiarity with the culture, issues, priorities, and stakeholders of the University of Saskatchewan is an asset.
Skills:
- Demonstrated leadership abilities, with a focus on consensus building and leading through influence.
- Capability to manage multiple projects and assignments from various staff and volunteers.
- Excellence in all facets of event planning, coordination, and execution.
- Highly effective interpersonal skills.
- Strong group facilitation skills.
- Ability to work independently, collaboratively, and within a team environment.
- Exceptional relationship-building and management skills.
- Proven ability to establish collaborative partnerships.
- Strategic thinking and the ability to maintain confidentiality while exercising diplomacy and creativity in problem-solving.
- Outstanding written and verbal communication skills.
- Strong work ethic and integrity.
- A commitment to Indigenous engagement as a strategic priority for the university.
- Experience working with diverse communities and stakeholders in an organizational context.
Department: University Relations
Status: Permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $67,753.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 2
Number of Openings: 1
Work Location: On Campus
