Job Description

Position Overview The School of Architecture, Planning & Landscape is currently seeking a Full-time Event Specialist. This position reports to the Manager Faculty Operations, Administration & Facilities. This position is responsible for the coordination and implementation of a broad range of School of Architecture, Planning and Landscape (SAPL) events and special projects with an aim to strengthen community relationships, support research initiatives, and enhance the reputation of SAPL and the University of Calgary. The Event Specialist also serves as SAPL\'s primary contact representative at the City Building Design Lab (CBDLab), overseeing day-to-day venue operations under the direction of the Manager Faculty Operations, Administration & Facilities. This role supports the booking, facilitation and execution of greater than 100 UCalgary, research, donor/alumni, stakeholder, community, private and not-for-profit events/bookings within the CBDLab venue; assists in coordination of onsite Studio each semester, supplies/equipment, facility communications, and acts as the liaison for security, caretaking, contractor, and building operator activities to ensure smooth and successful academic, research and event operations. The Events Specialist works closely with the Director of Development and the Manager Marketing & Communications with respect to the planning, development, implementation and reporting of internal and external SAPL events and initiatives. The Events Specialist role requires a high level of customer service and the ability to set their own priorities and deadlines, and ensure successful completion of tasks under pressure. The Events Specialist will have access to highly sensitive and confidential information and plays a critical role in developing and maintaining relationships with a diverse group of University personnel, industry partners, stakeholder groups, government officials, community members, and industry professionals. There is a high volume of work requiring sound judgment, diplomacy, tact, conflict resolution, decisionmaking and ability to manage fluid expectations, projects and deadlines. The position requires high energy, innovation and creativity, and ability to operate in a team environment, as well as independently, with fast-changing priorities and tight deadlines. The position oversees the full-cycle coordination and implementation of a broad range of events and activities of varying scope and complexity, that is, from identification of opportunity through to initiation, planning, organization, implementation, evaluation and continuous improvement. The internal events and activities include but are not limited to: distinguished speaker series, donor/alumni receptions, gallery exhibitions, conferences, seminars, convocation, workshops, tours, student initiatives and other events and activities that help deliver on and support the School of Architecture, Planning and Landscape\'s mission and priorities, along with supporting the University\'s Eyes High Strategy. Position Description Summary of Key Responsibilities (job functions include but are not limited to):

• All logistics with respect to event planning including budgets, promotions assistance, registration tracking, timelines, schedules, briefing documents, evaluation, risk management, reports and continuous improvement while adhering to the University\'s Policy and Procedures.
• Source and negotiate services with vendors (i.e. Entertainment, AV, etc.), ensuring the best quality and value.
• Receive, review and respond to all CBDLab booking requests while providing regular updates and details regarding bookings to leadership, faculty and venue teams.
• Hosting CBDLab venue tours for prospective clients.
• Source, schedule, train and lead staff and volunteer support as required with respect to their involvement in and successful execution of the events.
• Assist with set up/tear down of events, including furniture, A/V testing and troubleshooting, serve as onsite liaison during events ensuring all events are supported/executed successfully.
• Assign classroom, meeting room, and event space according to the priority needs and guiding principles for SAPL, U of C and external clients, including monitoring holds, cancellations, and unaccommodated requests.
• Supports and coordinates projects alongside the activities of the Director of Development, the Manager, Marketing & Communications and the goals and objectives of the Advancement Team.
• Tracking event and booking metrics for reporting to the Dean and UCalgary President.
• Guest speaker travel coordination.
• Assist faculty with scheduling meetings, room preparation and organizing food requirements, as needed.
• Maintain control and/or set up of hardware used for bookings with SAPL, for example, A/V Equipment, laptops, iPads, and more.
• Provide, track and maintain building access, for students, staff, faculty, and clients.
• Identify venue and event best practices and strategic opportunities; drafting of policy and procedure proposals for leadership review, and implements upon approval.
• As needed, provides back-up coverage for SAPL\'s needs at the main campus location.

Qualifications / Requirements:

• Completion of post-secondary certificate, diploma or Bachelor\'s degree in events planning or events management or related field, or equivalent experience.
• Min. 5 years strategic event planning/management experience is essential.
• Working knowledge of Microsoft Office (Excel, Outlook, Word and PowerPoint specifically), PeopleSoft, database management, social media, website management, web applications and their integrity is an asset.
• Observes ethical principles in keeping with the University\'s mission and values, policies and procedures and in accordance with charitable giving and other professional standards as well as FOIP legislation.
• Strong interpersonal communication, writing and relationship-building skills are essential.
• Understanding of University of Calgary financial policies and procedures is essential, along with fiscal management skills.
• Ability to manage and deliver multiple events and communications materials and activities; Ability to work independently and as part of a team; demonstrate integrity and a strong sense of professional ethics.
• Proven organizational skills and time management skills.
• Ability to problem solve at a moment\'s notice, especially when the events are in session and problems/issues arise.

Application Deadline: May 4, 2023 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 2. 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 visit Careers in the School of Architecture, Planning & Landscape . The University strongly recommends all faculty and staff are fully vaccinated against COVID-19. 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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca). We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.