Events Advisor, Haskayne School Of Business

Position Overview
The Haskayne School of Business is currently seeking a Full-time Temporary Relief Events Advisor for approximately 10 months.
Reporting to the Associate Director Community Engagement, the Event Advisor is a member of the community engagement team at the Haskayne School of Business. As a business school, we engage with the community to elevate the school’s reputation, position us as the business school of choice and spark advocacy amongst key stakeholders. The Event Advisor is a subject matter expert and coordinates the planning, design and delivery of faculty events. The team is high energy and delivers high-impact events that engage our community.
The Event Advisor is part of a dynamic team of event professionals, and the role requires a high level of customer service, a well-developed understanding of the events cycle and logistic requirements, and the ability to set their own priorities and deadlines. The Events Advisor will have access to highly sensitive and confidential information. There is a high volume of work with peak times and high stress factors driven by partner deadlines and priorities as well as the academic calendar. Regular work hours are Monday to Friday 8:30 a.m.-4:30 p.m., however, due to the nature of events, the position can often require irregular work hours including early morning, evening or weekends.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Event Design and Execution:

• Has a thorough understanding of Haskayne’s vision and mission to provide expertise on event delivery to meet strategic objectives
• Proposes innovative approaches to events that may influence best practices, save time and/or money and create more effective procedures
• Maintains awareness and knowledge of relevant University of Calgary policies with specific regard to events (e.g. alcohol, social events, special events, fire code, gifts, etc.)
• Creates, updates and distributes event-related documents while adhering to project management best practices
• Recommends and executes sustainable events in alignment with team guidelines and University of Calgary goals
• Provides advice to internal partners on how to use events to successfully achieve strategic objectives
• Maintains an archive of statistics and event information on which to base future decisions and budgeting
• Works with internal marketing and communications teams to ensure events are designed and promoted collaboratively within the established project request process
• Works with Haskayne partners to design, coordinate and execute logistics for faculty events which may include budget support, venue selection, policy reviews, equipment management, supplier engagement, event design, event invitation distribution, attendance tracking, providing on-site logistical support and post-event debriefs
• Works independently within a team environment to concurrently manage multiple events
• Liaises and maintains positive relationships with external suppliers and with internal groups, suppliers and stakeholders

Administration:

• Maintains the Haskayne events equipment calendar
• Holds and reconciles the team credit card
• Helps to steward contracts through the supply chain signing process
• Books set/strike teams for events in Mathison and Scurfield Halls and ensures the invoice is coded to the appropriate area
• Maintains and distributes the Haskayne event production calendar on a regular schedule
• Books requests for the Mathison Hall Event Centre in Ad Astra
• Manages the event set/strike matrix

Stakeholder Relations:

• Develops and maintains positive working relationships with internal/external partners, students, faculty and staff to ensure event success and the positive reputation of the school
• Develop and maintain positive, high-trust relationships with other team members and actively participate to ensure the success of the team

Technology:

• Is able to learn and apply new technologies for event production; is able to learn and operate an OWL and other equipment as necessary.
• Working knowledge of the Microsoft suite (e.g. Word, Excel, Outlook, PPT)
• Learns and maintains skills to successfully use event management software (e.g. Ad Astra, Qualtrics) for the benefit of the school and in support of institutional goals
• Is comfortable with setting up and hosting Zoom webinars, speaker dry runs and meetings

Student Club Event Processes:

• Becomes familiar with the student club process through the Students' Union
• Attends student club event planning meetings as needed and provides templates and logistical advice to student club event planning teams in relation to best practices and policies, budgets, event plans etc.
• Works with the Haskayne Student Success team to provide logistics approval for student club events as part of the Haskayne/Students’ Union clubs processes

Qualifications / Requirements:

• Proven ability to work in a fast-paced environment on multiple concurrent projects while maintaining positive relationships with partners and stakeholders is required
• Completion of an undergraduate degree, certificate or diploma in event management, business, strategic management or project management is an asset
• Willingness to participate in professional development opportunities as may arise is required
• Good judgment and initiative, tact and diplomacy in dealing with staff, faculty, students, University departments and external organizations is required
• Ability to work both independently and as part of a team and to work effectively in a large, complex and dynamic organization is required
• Previous experience working in a post-secondary environment is an asset
• Knowledge of Destiny One, Qualtrics and/or Ad Astra is an asset
• Working knowledge of the Microsoft Office Suite (Word, Excel, Outlook), web-based applications and People Soft is required
• Personal effectiveness skills, including strong organizational ability is required
• A positive, collaborative attitude as part of our team is required
• Ability to work with various University services and processes is required
• Observing ethical principles in keeping with the University’s mission and values and in accordance with other professional standards as well as Freedom of Information and Protection of Privacy (FOIP) legislation is required
• Exercising leadership and good judgment in a changeable environment is required
• Minimum two years of recent event-related experience is required (within the last three years)

Application Deadline: August 07, 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 Haskayne School of Business .
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 ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
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.