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Event Specialist, Strategic Events and Communications, Development & Alumni Engagement

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Job ID: 13829

Updated: September 27, 2017

Location: Downtown Campus

Position Overview

This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION.

Strategic Events and Communications within Development & Alumni Engagement is currently seeking a Full-time Regular Event Specialist.

Reporting to the Director, Strategic Events in the Development & Alumni Engagement (DAE) division, the Event Specialist plays a key role in the planning and development of internal and external events. Events are an extremely important relationship building and engagement tool and are part of the University's overall development and alumni engagement plan. The Event Specialist will provide insight and input into the event planning process, direct staff and volunteers who implement events, and will be accountable to manage event budgets and reports. The pace is intense, the workload demanding, and the position at times demands irregular work hours.

Position Description

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

EVENT MANAGEMENT

  • Manage the overall planning, coordination and implementation of internal and external DAE events
  • Write and prepare event plans with measurable objectives, established themes, and key messages which align with departmental and institutional plans
  • Source and negotiate services with vendors (i.e. Entertainment, AV, etc.), ensuring the best quality and value while remaining within budget guidelines
  • Direct staff and volunteer support as required with respect to their involvement in the events
  • Liaise with event venue staff from initial planning stages to event day set-up and take-down
  • Liaise regularly with internal and external community stakeholders, key departments and faculties, vendors and suppliers
  • Oversee design, printing and delivery of printed materials and signage required for events
  • Ensure backup plans are in place for all aspects of the event
  • Work with internal clients to determine event logistics such as budget, venue, catering, collateral, and amenities
  • Prepare event collateral, including invitations, media backgrounders, speeches and marketing materials
  • Develop invitation lists and coordinate invitation/rsvp processes
  • Implement standard business practices throughout the course of all institutional events
  • Provide detailed reporting of events and conduct analyses which include evaluations, key learning points, and recommendations for future enhancements
  • Develop feedback processes (i.e. post event surveys) and develop a process where feedback is considered in future planning
  • Develop, maintain and model positive working relationships with faculty, staff and students
  • Actively work on strategies to promote community engagement, problem solving and following through as appropriate to ensure positive outcomes for all stakeholders
  • Develop collegial, positive, high trust working relationships with other team members and all work effectively as a team
  • Foster a service-oriented approach

STAKEHOLDER RELATIONS

  • Develop, maintain and model positive working relationships with students, faculty and staff to ensure event success
  • Enhance relationships with existing stakeholders and develop new stakeholder relationships within the community
  • Leverage existing relationships and identify co-branding and partnership opportunities
  • Liaise with involved parties regarding event sponsorship (i.e. seeking new sponsors and managing existing sponsorship relationships)
  • Develop collegial, positive, high trust working relationships with other team members and work effectively as a team

FINANCIALS AND REPORTING

  • Develop and manage the budgets for internal and external institutional events, and oversee expenditures
  • Work with the Director, Strategic Events to articulate spending priorities, monitor adherence to budget commitments, and investigate discrepancies
  • Prepare and analyze reports on events and provide regular updates to the Director, Strategic Events

Qualifications / Requirements:

  • Undergraduate degree in public relations, event management or related field, or equivalent experience
  • Minimum 5 years experience working on successful events and managing projects
  • Time and fiscal management, creativity, and attention to detail are required
  • Ability to direct and influence the work of others for project execution
  • Excellent interpersonal communication, writing and relationship management skills
  • Demonstrated analytical and project management skills
  • Strong computer skills including word, database management, excel and internet are required to produce plans, reports, text, materials and to conduct research
  • Ability to work independently with minimal supervision and as part of a team
  • Ability to perform multiple tasks in a complex, fast-paced, team environment
  • Ability to work evenings and weekends as required; must be flexible
  • Knowledge of the principles and techniques of marketing, communications and media relations are desired assets

Application Deadline:  September 19, 2017

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 Specialist/Advisor 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 about Development & Alumni Engagement visit http://development.careers.ucalgary.ca/.

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 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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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