Job descriptionDescription
The Faculty of Graduate Studies is currently seeking a Full-time Temporary Relief Events Coordinator, Graduate Student Journey for approximately 12-18 months.
The University of Calgary is a research-intensive university with a focus on graduate education; currently there are over 7,200 graduate students dispersed in over 80+ programs. The Faculty of Graduate Studies (FGS) is the Faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs. Within FGS, the Graduate Journey team works with partners across campus to ensure delivery of high-quality programming and an exceptional student experience across the graduate student journey, with a focus on the development of academic and professional skills that support successful completion of degree and transition to employment.
Reporting to the Senior Manager, Graduate Student Journey, the Events Coordinator, Graduate Student Journey will function as the operational lead for the unit, and will facilitate effective organization, integration and support for all activities. This role will regularly connect with the FGS Communications team. The incumbent will also connect regularly with other team members to review progress on activities and propose next steps. The Coordinator will play an active role in administering and enhancing programs for onboarding, research communications, internships, and WIL opportunities, as well as planning and coordinating communications and events and other engagement opportunities for the portfolio.
This is a complex portfolio with high demands and expectations. The Coordinator will be self-directed and will determine their own priorities and deadlines in consultation with the Senior Manager, Graduate Student Journey, and in accordance with portfolio's goals and objectives. Most work is conducted during business hours, though some availability outside of work hours for special events is anticipated. There are periods of high volume involving multiple priorities and strict deadlines, driven by the academic calendar. It is important that the incumbent has the capacity to work effectively and manage their workload during those times. The impact of error is high.
Summary of Key Responsibilities (job functions include but are not limited to):
Ensuring the various tasks and activities are organized and integrated effectively by connecting regularly with other team members to review progress on activities and propose next steps.
Troubleshooting and problem-solving issues that arise, and escalating items that require the Senior Manager's attention.
Coordinating effective delivery and communications of multiple workshops, guest speakers and other activities, supporting presenters by leading logistics and administration from conception to delivery, through to following up with assessment.
Coordinate all aspects of complex events that require coordination across the university, including but not limited to: graduate orientations (GradO) (fall, winter and spring), the 3 Minute Thesis (3MT) Competition, and Images of Research.
Provide administrative support for Supporting Aboriginal Graduate Enhancement (SAGE) programming and activities, collaboratively supporting the SAGE graduate student coordinators.
Provide administrative support for FGS internship programs and activities.
Acting as the primary contact for My GradSkills related email accounts and inquiries, leading the establishment or updating of processes and standards for the timely and effective management of these accounts.
Hiring, onboarding and regular task oversight for the Graduate Student Journey team student hires (interns, GANTS, casual staff).
Coordinating financial transactions and purchases.
Development and implementation of effective business processes across the portfolio.
Proactively developing and maintaining relationships with team members, faculty and staff, students, suppliers and other target audiences.
Supporting collaborations and partnerships both internally and in the community, and with graduate alumni.
Taking the lead on weekly, monthly, quarterly and annual tracking of metrics and statistics and building reports and presentations that demonstrate the impact and effectiveness of the Graduate Student Journey portfolio.
Special projects and other duties as assigned.
Qualifications / Requirements:
Must have a post-secondary education in business administration or a related area.
5+ years of senior operational and administrative experience.
Demonstrated experience working in a university environment supporting elements of the student journey (orientations, professional development, work integrated learning), specifically in graduate education, is a strong asset.
Demonstrated experience in leading business administration, documentation, and planning, as well coordinating operations and logistics within a complex portfolio.
Demonstrated experience with event planning and coordination, demonstrating success in organization and implementation of large-scale, multifaceted events.
Must be able to work with high standards of discretion, confidentiality and professionalism.
Must have excellent written and verbal communication skills along with a high level of personal effectiveness and strong organizational skills.
Demonstrated experience in communications support for events and activities, including script writing and development of presentations and newsletter material.
Must have the ability to build and maintain strong relationships with internal and external members and groups.
Must be able to work independently, to be flexible and manage a high workload across a broad scope, and exercise complex decision making regularly.
Must have successfully managed a workload that includes multiple deliverables and deadlines, complex and routine tasks, and strategic as well as detail-focused thinking.
Advanced computer skills in Microsoft Office is required. Experience with Qualtrix, Sharepoint and D2L is an asset.
Must be results-oriented and take initiative to identify areas for improvement and implement potential solutions.
Demonstrated ability to work in a fast-paced environment focused on excellent customer service.
Experience with documentation management, complex report writing, metrics and reporting.
Application Deadline: August 11, 2026
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative 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 ii' taa'poh'to'p 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.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
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 (oic@ucalgary.ca) and requests for accommodations can be sent to People & Culture (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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