Description
The Faculty of Nursing is currently seeking a Full-time Limited Term Event Coordinator for approximately 24 months.
The Events Coordinator reports directly to the Senior Manager, Marketing and Communications and is part of the Nursing Advancement Team (NAT). There is also a strong linkage requiring collaboration, support and day-to-day direction from the Director of Development and occasionally from members of the Nursing Leadership Team (NLT). The Events Coordinator is responsible for strategic events planning of Faculty of Nursing events, targeted at both internal and external audiences for brand awareness, recruitment and alumni engagement on main campus as well as sites in our Rural and Indigenous Community Routes.
In addition to Faculty of Nursing stakeholders, this position consults, collaborates and interacts closely with UCalgary Strategic Events, Development and Alumni, Communications and Community Engagement, as well as a variety of other internal and external stakeholder/partners. The role requires a high level of customer service, a well-developed understanding of the events cycle, logistical requirements and project management. This is a regular full-time position and is part of the AUPE bargaining unit. The normal workday is 7 hours per day, five days per week, Monday through Friday. The nature of the work often includes a variety of projects and multiple competing deadlines. Work hours will include some morning, evening and weekend events.
Summary of Key Responsibilities (job functions include but are not limited to):
- Develop and execute events in support of strategic initiatives around undergraduate and graduate recruitment for main campus and offsite locations with a focus on reputation building of the Faculty of Nursing
- Serve as main contact for events, conferences and community events within the faculty and externally for those involving the faculty
- Develop event plans and marketing emails; event invitations, registration, and attendee communications; communications packages for campus communicators; slide decks; program materials
- Serve as the resident expert on event logistics for the Faculty of Nursing, providing tools that enable faculty, staff, alumni, rural and community sites and other partners to successfully craft a budget, source service providers and execute a quality event
- Responsible for coordinating event logistics including booking and planning: (budget, venue, decorations and room set up, nametags, seating charts, catering, audio-visual, photography, travel and accommodations, run-of-show, lists/leads, gifts for presenters); communications/marketing: (promote events and training programs, managing RSVPs and any pre-event engagement with attendees); day-of execution: (registration, brief speakers and guests, coordinating with event staff, social media, troubleshooting issues); post-event: (attendee follow-up surveys, internal debriefs and reporting)
- Plan, organize, implement and manage special events and activities, including but not limited to event briefs, planning timelines, checklists, coordination of speakers, venue and food/beverage selection, event memos, photographer selection and speaking notes as required
- Arrange all catering for events and act as liaison with service providers
- Make all travel arrangements for keynote presenters, including but not limited to flights, accommodation, parking and ground transportation
- Triage incoming requests through shared mailboxes and work with team to assign new tasks across the team or redirect/refer to appropriate teams/units
- Liaise with external university units, outside organizations, and individuals regarding events including collaboration with UCalgary President's Office and Provost on events involving his/her participation and representatives from institutions and associations on conferences and events where the Faculty of Nursing is involved
- Organize and book ancillary events (those that may exist in conjunction with a main event), including pre-lecture luncheons and evening dinners, class reunions and convocation (receptions, pinning ceremony) etc.
- Manage the Faculty's participation in larger university events in conjunction with Specialist, Nursing Advancement; solicit feedback on what to showcase; coordinate volunteers and interactive materials; communicate with organizers to advise of plans, etc.
- Represent the Faculty on planning committees for large-scale national and international conferences where the Faculty of Nursing is involved
- Work with Senior Digital Communications Specialist to advertise events, through social media and on the Faculty's electronic bulletin boards, interactive directory and event calendar
- Work with Senior Manager, Communications to track budgets, expenses and invoice appropriately, ensuring timely payment of relevant expenses
- Attend planned events to coordinate on site activities (setup of equipment, coordination of food/other vendors, setup of registration table, etc) for events both on and off campus
- Contribute to developing event evaluation tools to assess the success/potential for improvement of each, as well as their value to the Faculty
- Support team members in their roles as needed and provide back-up
Qualifications / Requirements:
- Minimum five years of proven success as an event planner is required with clear examples of previously managed successful events both on a large and on a small scale and including those events created, developed and implemented where one did not exist previously
- Completed post-secondary education in a related field such as a bachelor's degree in hospitality management, public relations and/or communications/marketing is required
- Highly developed professional, interpersonal and communication skills, both oral and written, and expert organizational and multi-tasking skills are required
- An understanding of university culture, processes and procedures is required
- A credential in event/project management such as Certified Management Professional is preferred
- Experience with digital tools and platforms including Canva, Livewhale, MS Teams, SharePoint, Marketo, Dialog Insight and Drupal are an asset
- Knowledge of Raiser's Edge, NetCommunity, Data & eSolutions to create and send invitations, manage RSVPs, send reminders and create and maintain invitation lists and databases is an asset
- Knowledge and ability to plan and coordinate multiple events and activities in a high-stress, fast-paced team
- Ability to identify, cultivate and build positive working relationships with outside vendors, faculty, staff and students
Application Deadline: July 30, 2025
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 Institutional Commitments ( 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.
