Job Description
Position Overview
The Institute of Energy invites applications for a GRI Research Project Coordinator. This Full-time Fixed Term position is for approximately 5 months.
Reporting to the Manager, Energy Research Strategy in the Office of the Vice-President (Research). This role is within the GRI Office and works closely with the GRI Research Project Specialist and the Oil Sands Monitoring program team to deliver on the requirements of the Oil Sands Monitoring Program: Science Program Reporting and Integration Support (OSM) project.
The Coordinator will be directly responsible for supporting and coordinating workshops, financial event tracking, event planning, logistics, communications and marketing, and events with the strategic direction of the university. Tasks include development of communication plans and materials, planning event logistics and communications, and project-related administrative tasks. The Coordinator will engage with diverse groups, including faculty, staff, and students, as well as external stakeholders such as government, industry, and community partners.
The Coordinator requires the ability to use discretion, maintain professionalism, confidentiality and composure under pressure, demonstrate adaptability and flexibility to provide efficient, quality service. This is a fast-paced role with multiple deadlines, time-sensitive tasks, and high volumes of work, so overtime may be required occasionally. Moderate to high stress and pressure throughout the year, particularly during peak periods, may be encountered.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Event Planning And Administrative Logistics:
- Plan, organize, and stage a wide variety of events, including development of the program, invitation and registration of guests, speakers and targeted participants, documentation of the outcomes, and dissemination of the results
- Work with OSM team and Team Lead, Special Projects to assess the logistical and strategic requirements of each event
- Coordinate venue, catering, and promotional materials, booking guest speakers, coordinating with external collaborating organizations, and travel and accommodation booking for guests
- Prepare meeting and events materials such as agenda, event brief, participant lists, speaking notes, slide deck, etc.
- Coordinate photography, graphic design, audio/video production, and social media activities for events as required
Financial Coordination:
- Assist in the preparation and development of overall OSM budget and projections as well as individual workshop budgets
- Track and manage all OSM workshop expenses
- Processing payments and invoices
- Work with the Finance Department to create OSM accounts and activity codes as needed
- Reconcile workshop budgets and accounts and create financial reports
Communication:
- Assist in the preparation of documents such as progress and final reports, meeting minutes, etc.
- Prepare and present status reports, correspondence, and other documentation; provide timely and accurate information and updates to leadership
- Work with the GRI team in collaboration with the VPR office to ensure communications adhere to university standards
- Create digital assets such as Marketo emails and web content to support delivery of OSM activities and implementation of GRI priorities
- Gather and compile information related to various initiatives for distribution through websites, articles, guidelines, orientation packages, meeting materials, slide decks, etc.
- Develop communication plans for specific initiatives, considering requirements of partners from across campus and in the broader community
- Maintain content and ensure consistency of content across channels such as web, email, registration pages, etc.
Support and Administration:
- Develop and maintain positive working relationships with University contacts and external stakeholders; communicate within and outside the university in a professional and proficient manner
- Work independently on specific communication activities and assignments
- Work strategically with members of the GRI team to coordinate and plan schedules to ensure successful alignment with priorities
- Provide general communications support as needed to the GRI team
- Maintain current and timely communication among colleagues and collaborators
Qualifications / Requirements:
- A post-secondary degree in business, marketing, communications or a related field, or equivalent work experience
- 2 - 4 years of related working experience
- Experience with transcription services and complex meeting support is essential
- Budgeting and financial knowledge
- Proven experience in planning and execution of high-profile events
- Experience managing budgets, financial tracking, reconciliation, invoice processing
- Strong writer and editor, able to produce high quality content on short deadlines
- Experience with web-based applications such as Drupal, Marketo, and Eventbrite
- Intermediate to advanced computer skills, including Microsoft Office and Adobe Creative Suite/Cloud. Photoshop and InDesign required; ability to learn new tools and systems
- Knowledge of university environment and core university systems is an asset
- Excellent interpersonal skills and ability to build relationships and facilitate collaboration between diverse groups
Application Deadline: July 20,2023
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.
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).
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.
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