Events Coordinator, Graduate Student Journey, Faculty of Graduate Studies

Description

The Faculty of Graduate Studies is currently seeking a Full-time Temporary Relief Events Coordinator, Graduate Student Journey for approximately 12-18 months.

The University of Calgary is a research-intensive university with a focus on graduate education; currently there are over 7,200 graduate students dispersed in over 80+ programs. The Faculty of Graduate Studies (FGS) is the Faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs. Within FGS, the Graduate Journey team works with partners across campus to ensure delivery of high-quality programming and an exceptional student experience across the graduate student journey, with a focus on the development of academic and professional skills that support successful completion of degree and transition to employment.

Reporting to the Senior Manager, Graduate Student Journey, the Events Coordinator, Graduate Student Journey will function as the operational lead for the unit, and will facilitate effective organization, integration and support for all activities. This role will regularly connect with the FGS Communications team. The incumbent will also connect regularly with other team members to review progress on activities and propose next steps.

The Coordinator will play an active role in administering and enhancing programs for onboarding, research communications, internships, and WIL opportunities, as well as planning and coordinating communications and events and other engagement opportunities for the portfolio.

This is a complex portfolio with high demands and expectations. The Coordinator will be self-directed and will determine their own priorities and deadlines in consultation with the Senior Manager, Graduate Student Journey, and in accordance with portfolio's goals and objectives. Most work is conducted during business hours, though some availability outside of work hours for special events is anticipated. There are periods of high volume involving multiple priorities and strict deadlines, driven by the academic calendar.

It is important that the incumbent has the capacity to work effectively and manage their workload during those times. The impact of error is high.

• Ensuring the various tasks and activities are organized and integrated effectively by connecting regularly with other team members to review progress on activities and propose next steps.
• Troubleshooting and problem-solving issues that arise, and escalating items that require the Senior Manager's attention.
• Coordinating effective delivery and communications of multiple workshops, guest speakers and other activities, supporting presenters by leading logistics and administration from conception to delivery, through to following up with assessment.
• Coordinate all aspects of complex events that require coordination across the university, including but not limited to: graduate orientations (GradO) (fall, winter and spring), the 3 Minute Thesis (3MT) Competition, and Images of Research.
• Provide administrative support for Supporting Aboriginal Graduate Enhancement (SAGE) programming and activities, collaboratively supporting the SAGE graduate student coordinators.
• Provide administrative support for FGS internship programs and activities.
• Acting as the primary contact for My Grad Skills related email accounts and inquiries, leading the establishment or updating of processes and standards for the timely and effective management of these accounts.
• Hiring, onboarding and regular task oversight for the Graduate Student Journey team student hires (interns, GANTS, casual staff).
• Coordinating financial transactions and purchases.
• Development and implementation of effective business processes across the portfolio.
• Proactively developing and maintaining relationships with team members, faculty and staff, students, suppliers and other target audiences.
• Supporting collaborations and partnerships both internally and in the community, and with graduate alumni.
• Taking the lead on weekly, monthly, quarterly and annual tracking of metrics and statistics and building reports and presentations that demonstrate the impact and effectiveness of the Graduate Student Journey portfolio.
• Special projects and other duties as assigned.

• Must have a post-secondary education in business administration or a related area.
• 5+ years of senior operational and administrative experience.
• Demonstrated experience working in a university environment supporting elements of the student journey (orientations, professional development, work integrated learning), specifically in graduate education, is a strong asset.
• Demonstrated experience in leading business administration, documentation, and planning, as well coordinating operations and logistics within a complex portfolio.
• Demonstrated experience with event planning and coordination, demonstrating success in…