Facilities and Events Coordinator, Hunter Hub for Entrepreneurial Thinking - Jobs in Calgary

Job Description

Job ID: 30767 Updated: Today Location: Main CampusPosition Overview The Hunter Hub for Entrepreneurial Thinking under the VP Research invites applications for a Facilities and Events Coordinator. This Full-time Fixed Term position is for approximately 2 years (based on length of grant funding), with the possibility of extension.Reporting to the Manager, Facilities and Community of the Hunter Hub, and working collaboratively with internal stakeholders and external partners, the Facilities and Events Coordinator will support the facilities operations of the Hunter Hub space, and related administrative and event duties to ensure smooth, efficient, and effective operations of the Hunter Hub space. The Facilities and Events Coordinator will be one of the first faces our community sees as they enter the Hunter Hub. Working with the Hunter Hub team, our community members, and with stakeholders across campus, the incumbent will support facilities and events by maintaining and managing all Hunter Hub meeting spaces, the Collision Space (event space) and Innovation Sandbox (co-working space) for internal and external bookings and programming. The incumbent will be an ambassador for the Hunter Hub therefore the ability to communicate professionally and effectively with internal stakeholders at all levels of the institution, as well as with various external stakeholders, is critical to the success of the role.Position Description Summary of Key Responsibilities (job functions include but are not limited to): Provides guidance and support to the Front Desk Coordinator with the Hunter Hub Collision space (from 8:30 a.m. - 4:30 p.m. Monday through Friday) and/or opening and closing duties of the space where needed. Organize and maintain all digital displays and marcom materials in all meeting spaces and at external events, where required. Maintenance of central email address to provide visitors, Hunter Hub staff and UCalgary community support in a professional, courteous, proactive and positive manner; provides relevant University of Calgary policy and program information to space clients, students, and community. Front line contact for event booking clients and Innovation Sandbox members to ensure their needs are met; Interact frequently and independently with senior administrative staff and key stakeholders on space bookings. Support the Manager, Facilities and Community with the workflow and the smooth operations involved in coordinating the Hunter Hub event/space bookings calendar and the day-to-day facilities activities of the Hunter Hub for Entrepreneurial Thinking. Uses discretion to establish best practices and write SOPs to continually improve the effectiveness of the Hunter Hub facilities operations, providing input on methods, scope, timing, and resources needed for improvement. Maintain and/or coordinate the set-up of meeting and event public spaces as needed. Assist with the maintenance of infrastructure and space; coordinate IT and other event or space equipment setup/maintenance/refresh as appropriate; Keep inventories up-to-date and order supplies. Support the execution of Hunter Hub events and programs (online and in-person) as required, including logistics and vendors; managing the Zoom backend; creation of agendas, event briefs or programs for meetings; invitation and registration of guests, speakers and/or participants. Create, maintain, and update file systems and/or databases for facilities and events information as needed; ensure you are keeping their records up-to-date and shared drives organized. Support database entry ensuring all information regarding events and Innovation Sandbox members are entered into Salesforce. Prepare and present regular status reports, dashboards, analytics, and other documentation; provide timely and accurate information and updates to leadership.Qualifications / Requirements: A post-secondary certificate or degree in Hospitality/Events, Facilities, Operations and/or business or a related field is preferable. A combination of education and experience will be considered. Minimum 5 years experience in a position with operational accountabilities and/or event planning and a demonstrated increase in responsibilities over that period. Experience collaborating and working amongst multiple organizations is an asset; Proven ability to work collaboratively with team members from a variety of disciplines is essential. Strong interpersonal skills, with demonstrated professionalism and diplomacy, discretion, courtesy and respect in all interactions. Ability to act decisively and to exercise a high degree of initiative and sound judgment. Strong written and verbal communication skills are a necessity. Advanced skills in Microsoft Office (e.g. Outlook, Teams, Word, Excel, Adobe Acrobat, etc) internet skills (e.g. google drive: sheets and forms, etc.) and the ability to acquire a high-level understanding of the university processes and business systems are desirable. Experience at UCalgary and/or with eFin and PeopleSoft experience is an asset. Experience with Social Tables, Qualtrics and/or Salesforce an asset. Excellent organizational and problem-solving skills with strong attention to detail. Ability to work independently, set priorities and remain calm under pressure in a complex environment. Familiarity with event policies and protocols and basic knowledge of catering practices. Ability to lift or move small furniture as required to reset and/or organize the space.Application Deadline:January 22, 2024We 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 Operational Administrative Job Family, Phase 3.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 CalgaryUCalgary 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 Strategycommitting 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 (******@ucalgary.ca) and requests for accommodations can be sent to Human Resources (******@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.