Description
The Communications Team in the Office of VP Research invites applications for a Coordinator. This Full-time Fixed Term position is for approximately 13 months (based on length of grant funding), with the possibility of extension.
Reporting to the Manager, Communications (Strategic Initiatives), the Coordinator works closely with the VPR Strategic Marketing & Communications team to provide operational support on communications and events, in service of the VPR mandates. The primary focus of this position is to enable professional and streamlined workflows for both daily communications operations and for select strategic initiatives.
The Coordinator develops communications plans in collaboration with team members, and is responsible to execute tactics including building websites, email campaigns, creating social media content, and leveraging other channels across campus. The Coordinator also works with the Manager and other team members to plan events, taking ownership of event registration, communications, and logistics.
The Coordinator interacts with wide range of stakeholders, such as faculty, staff, students, leadership, and external organizations. The Coordinator requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure, demonstrate adaptability and flexibility, and provide efficient, quality service often requiring multi-tasking simultaneous priorities.
The nature of the work often includes a variety of projects and multiple competing deadlines. High volume, accompanied by moderate to high stress throughout the year driven by internally and externally imposed deadlines and requirements, particularly during peak periods, may be encountered.
Summary of Key Responsibilities (job functions include but are not limited to):
Communications
- Working collaboratively with the team, develop communication plans and associated products, including website content; marketing emails; event invitations, registration, and attendee communications; communications packages for campus communicators; slide decks; program materials.
- Analyze website, social media, and email marketing metrics; using tools such as Google Analytics and Marketo reports to optimize systems and user experience.
- Triage incoming requests through shared mailboxes, and work with team to assign new tasks across the team or redirect/refer to appropriate teams/units.
Events
- Working collaboratively with the team, develop and execute events in support of strategic initiatives.
- Accountable for event logistics, including:
- Planning: budget, venue, room set up, catering, audio-visual, photography, travel and accommodations, run-of-show, event briefs, lists/leads.
- Communications: promote events and training programs, managing registrations and any pre-event engagement with attendees.
- Day-of execution: registration, brief speakers, and VIPs, coordinating with event staff, social media, troubleshooting issues.
- Post-event: attendee follow up, internal debriefing, reporting.
- Develop and track key performance indicators, based on objectives set by team.
Operations and project management
- Supports the Manager and Director to ensure streamline workflows across the team and all associated tools, including Jira, SharePoint, Marketo, and Drupal.
- Maintains team calendar, including oversight of schedule for mass emails.
- Maintain lists owned by the team.
- Monitors for best practices and consistent usage: Marketo list uploads, standardized assets, and programs; SharePoint file system organization and naming conventions; tracking access and training levels in all systems.
- Maintain documentation of resources, how-to guides, and onboarding materials.
- Monitor use of and ensure secure storage and maintenance of physical event materials.
- Track expenses related to communications and events, ensuring timely payment of relevant expenses either via a corporate credit card, or working with Executive Assistants team to process via Finance.
Qualifications / Requirements:
- A post-secondary degree in business, marketing, communications or a related field or equivalent work experience.
- 2-4 years of experience with communications teams and event logistics.
- Strong writer and editor, able to produce high-quality content on short deadlines, developing and executing professional communications products for a variety of audiences.
- Proven experience helping to create and execute project plans, working with team members to execute according to timelines and deliverables.
- Proven success in the development, coordination, and execution of high-profile events.
- Intermediate to advanced computer skills including Microsoft 365, Teams/OneDrive/SharePoint, Adobe Creative Cloud (Photoshop, InDesign and Illustrator preferred).
- Knowledge of university environment and core university systems is an asset.
- Highly developed communication, consultative and problem-solving skills, and ability to work with cross functional teams effectively.
- Excellent interpersonal skills and ability to build relationships and facilitate collaboration between diverse groups.
- High level of tact and professionalism.
- Ability to act decisively and to exercise a high degree of initiative and judgment in a fast-paced environment, with constantly shifting priorities.
- Exceptional attention to detail.
- Analytical and problem-solving mindset to deal effectively with complex issues, using judgment, common sense, and problem-solving skills.
- A proven ability to work under stressful and tight deadlines while working with a diverse set of internal and external stakeholders.
Application Deadline: June 23, 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.
