Senior Events and Communications Specialist, VP Development and Alumni

Description

The Medicine Development Team within VP Development and Alumni is currently seeking a Full-time Regular Senior Events and Communications Specialist.

The Cumming School of Medicine's Fund Development Office is a critical business unit functioning as part of both the University's Office of Development and Alumni and the Cumming School of Medicine. The objective of the office is to raise funds and steward donors on behalf of both Cumming School of Medicine-specific priorities and the University of Calgary.

The office also plays a significant role working with numerous external funding partners, such as the Alberta Children's Hospital Foundation, the Calgary Health Foundation and the Alberta Cancer Foundation, in helping to connect donors with students and researchers.

The Senior Communications and Events Specialist is a creative, innovative project management professional who supports the strategic communications goals of the University of Calgary's Development team.

Reporting to the Director, Donor Engagement and Communications and working closely with members across the faculty and the UCalgary Strategic Donor Engagement team, the Specialist will lead and execute events, stewardship and communications activities celebrating donors whose gifts make a difference to research and education at the Cumming School of Medicine.

The Senior Communications and Events Specialist leads a variety of high-level planning activities in the school, has access to highly sensitive and confidential information and interacts with key external stakeholders including donors, alumni and community leaders. There is a high volume of work requiring sound judgment, diplomacy, tact, conflict resolution, decision-making and ability to manage fluid expectations, projects and deadlines.

This position has a high volume of work with conflicting priorities and moderate to high levels of pressure/stress. Work is deadline-driven, frequently with multiple simultaneous deadlines. Early morning, evening and weekend hours are sometimes required.

Summary of Key Responsibilities (job functions include but are not limited to):

• Leads the strategy, planning and execution of all in-person and virtual recognition and stewardship events such as naming, announcements and lab tours. These events are often high-profile; position would serve as lead with the President Office and announcements of university-wide importance. This includes project management and oversight to ensure all communications and logistical tasks are completed. Oversee management of small-scale donor meetings to ensure appropriate coverage and staffing.
• Liaise with vendors, oversee volunteer management, event registration, communicating with researchers and event speakers, set up and tear-down of events, event execution and post-event follow-up.
• Requests and manages lists for invitations and other mailouts. Must possess strong attention to detail and above-average knowledge of Excel. Experience with audience segmentation strongly preferred.
• Works closely with the Director, Donor Engagement and Communications to maintain an annual calendar of events, implementing a long-term strategic approach to effective event planning and management.
• Creates and leads stewardship and recognition strategy in concert with fundraisers including how fund development events can best inspire or celebrate donors and then oversees the implementation of the strategy.
• Creates detailed work plans for all events, managing workflow to ensure goals are met on time; plays a driving role in fostering cross-team collaboration.
• Development of event communications collateral, including event briefing notes, communications plans, speaking notes, event collateral such as invitations, menus and handouts.
• Ensures university brand standards and messaging is incorporated throughout materials.
• Researches and writes key messages around for external and internal use.
• Manages and monitors all event budgets to ensure effective use of organizational resources, secures contracts and processes payment.
• Develop relationships with various stakeholder groups including throughout the Cumming School of Medicine, the University of Calgary, donors, foundations, business community and external agencies to execute events and build the profile of the institution.
• Oversee and provide expertise in digital communications for the CSM fund development team. This includes, but is not limited to, drafting, designing and running Marketo marketing software for invitations, reporting updates and fundraising appeals. Creating reports on analytics and ensuring data is entered into BBCRM in a timely manner.
• Create slides for electronic bulletin boards that speak to impact of giving to CSM. Work with fundraisers and designers to prepare pitch decks and other fundraising presentations.
• Assist the Donor Engagement team on other communications functions such as stewardship report writing, semi-annual engagement planning with the CSM fundraising team, etc.

Qualifications / Requirements:

• A university degree in communications, journalism, marketing or public relations preferred.
• Minimum of 5 - 7 years' experience in a related field.
• Demonstrated experience and leadership in project management, particularly as it relates to event and communications planning and execution including creating briefing notes.
• Highly developed verbal, visual and written communication skills including superior communications skills specifically in speech writing and storytelling.
• Ability to work independently, high level of self-motivation, initiative and a strong work ethic. Serves as event lead, motivating and setting their own and others' priorities and deadlines.
• Demonstrated ability to mentor, motivate and coach others.
• Deals effectively with complex issues using sound judgment and initiating resolutions; ensures integrity of services. Highly developed organizational, analytical and problem solving skills.
• Excellent people skills and an upbeat, enthusiastic attitude. Demonstrates strong communication, leadership, facilitation, negotiation and client service skills.
• Exceptionally strong attention to detail, project management and organizational skills.
• Demonstrated ability to lead and direct others; effectively manage multiple projects and shifting priorities.
• Demonstrated budget management abilities.
• Skilled at taking a project from concept to completion.
• High degree of professionalism. Impact of error is high; failure to meet expectations can result in reputational risk for university. Fully understands impact of decisions.
• Solid computer skills, specifically in Microsoft Word, PowerPoint, Outlook and Excel. Knowledge of event & marketing software (e.g.: Marketo), as well as project management software, an asset. Knowledge of and experience in Adobe Creative Suite (e.g.: Photoshop, InDesign) an asset. Knowledge of CRM (e.g.: BBCRM) an asset.
• Experience in post-secondary education, health and/or a scientific research-writing environment is considered an asset.

Application Deadline: October 14, 2024.

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 3.

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 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 shows 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.