Water Institute Administrative and Events Assistant, Civil Engineering at University

Water Institute Administrative and Events Assistant, Civil Engineering

The Civil Engineering Team in the Schulich School of Engineering invites applications for a Water Institute Administrative and Events Assistant. This Full-time Fixed Term position is for approximately 6 months (based on length of grant funding), with the possibility of extension. The Water Institute supports interdisciplinary activities related to water research, education, engagement, and knowledge exchange at the University of Calgary and externally.

It also oversees the activities of the United Nations University Hub at UCalgary on Empowering Communities to Adapt to Environmental Change.

Reporting to the Manager, Water Institute, the Events and Administration Coordinator provides event coordination and administrative support for the Institute. The position works closely with Institute leadership, faculty members, researchers, students, University service units, external partners, speakers, vendors, and event participants. The role operates in an environment with multiple concurrent priorities and time-sensitive deadlines. Work volume may increase before and during Institute events, reporting deadlines, meetings, and other major initiatives.

Standard office hours are expected, though occasional early morning, evening, or weekend work may be required to support events. The position may require occasional travel between University or external event locations. The position exercises judgment in organizing work, maintaining accurate information, responding to routine inquiries, and identifying matters that require escalation to the Manager.

Coordinates the planning and delivery of Water Institute events, including seminars, workshops, meetings, lectures, engagement sessions, conferences, receptions, and virtual or hybrid activities. Develops event work plans, schedules, checklists, registration processes, and logistical timelines in consultation with the Manager. Coordinates event logistics, including room bookings, catering, audiovisual services, virtual platforms, accessibility requirements, parking, signage, materials, equipment, and onsite arrangements. Communicates with speakers, participants, vendors, University service units, and external partners to confirm requirements, timelines, and deliverables.

Supports speaker and guest arrangements, including invitations, biographies, presentation materials, itineraries, travel information, and accommodation details where applicable. Maintains registration lists, responds to routine participant inquiries, and distributes event information and materials. Provides onsite or virtual event support and assists with setup, participant check-in, troubleshooting, and teardown. Monitors event plans and identifies emerging logistical issues for resolution or escalation. Supports post-event activities, including distributing surveys, compiling feedback, organizing event records, reconciling documentation, and recording lessons learned.

Ensures events are organized in accordance with applicable University policies, procedures, accessibility expectations, and health and safety requirements.

Provides day-to-day administrative support to the Manager and the Water Institute and UNU hub. Coordinates meetings by scheduling participants, reserving rooms, preparing agendas and materials, and recording and distributing minutes or action items. Maintains calendars, contact lists, distribution lists, shared files, templates, procedural documents, and other Institute records. Organises electronic records using consistent naming, filing, version-control, and retention practices. Drafts and formats routine correspondence, briefing materials, agendas, presentations, spreadsheets, reports, and administrative documents.

Monitors general Institute email and responds to routine requests or directs inquiries to the appropriate individual. Tracks action items, commitments, deadlines, and follow-up requirements and provides reminders to responsible parties. Performs other related duties or projects as assigned.

Collects, organizes, verifies, and maintains information required for Institute operational, activity, and stakeholder reporting. Tracks event attendance, activities, outputs, partnerships, engagement measures, and other information…