Events Coordinator, Distributed Learning and Rural - Calgary, Canada - The University of Calgary

The University of Calgary

Verified Company

Calgary, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 onsite logístical support and postevent 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 eventrelated 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, hightrust 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 postevent
In collaboration with the Research Associate, collates the required information for postevent 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 postsecondary degree, certificate or diploma in event management, business or project management
Minimum 3 years of recent eventrelated experience is required (within the last 6 years)
Experience working in a postsecondary 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 fastpaced, 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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