Coordinator, Special Events

Description

The Indigenous Engagement Team in the Office of the Provost & Vice-President Academic is currently seeking a Full-time Limited Term Coordinator for approximately 24 months.

Reporting to the Director (Indigenous Strategy), the Special Events Coordinator position leads the planning, coordination, and on-the-ground facilitation of special events hosted, co-hosted, and/or supported by the Office of Indigenous Engagement. The position works closely with other teams across on the campus (like the Strategic Events and Communication Services team in Institutional Service) on special events hosted, co-hosted, and supported by of the Office of Indigenous Engagement (OIE). The incumbent is responsible for event logistics, including but not limited to: coordinating planning meetings, overseeing special events, marketing and communication materials, booking special guest/keynote, venues, speakers, invitation lists, catering, and run-of-show program agendas and facilitating the event. In consultation with others, this role is also responsible for drafting and reviewing speaking notes and event briefs for special guests, university leaders, MCs, and other select VIPs. The incumbent will also collaborate with others on post-event surveys, evaluation feedback, and speaker correspondence.

This position is part of the AUPE bargaining unit. The work week is typically 35 hours, Monday to Friday, including a bi-weekly meeting with the Director, Indigenous Strategy. Some flexibility of hours worked may be required to accommodate project demands.

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

• Lead the planning and community outreach for special events such as National Day of Truth and Reconciliation | Orange Shirt Day, National Indigenous Peoples¿ Day | Campfire Chats, Indigenous Strategy Journey Update events, Annual Tea Dance Ceremony, and the New Indigenous Scholars Welcome Ceremony.
• Provide support, assistance, and guidance on the coordination, planning, and execution of other (than above) special cultural and community events hosted, co-hosted, or supported by the Office of Indigenous Engagement.
• Provide mentorship and work closely with the Program Assistant, Communication and Marketing, as well as team members of the Institutional Services on web-based event promotions, social media strategies, and marketing assets for the special events hosted, co-hosted, and supported by the Office of Indigenous Engagement.
• Put together event budgets for approval from the Vice Provost (Indigenous Engagement).
• Coordinate special events¿ planning meetings with internal staff and external partners (when appropriate).
• Secure and book special guests and keynote speakers for OIE special signature events as noted above, including identification of speaker fees when applicable.
• Secure and book, venues, room configuration, and catering for special events.
• Notify the OIE Operations Manager once a speaker is booked and a speaker fee is approved. The operations manager is then responsible for speaker fees/honoraria payment, travel, and accommodation for special guests and Elders.
• Work closely with the Special Events and Communications team in External Relations, in collaboration with the Program Assistant, Communication and Marketing, to ensure that event-based communications and promotional materials, including website updates, online invites, and promotional materials, are accurate and aligned with event branding.
• Develop and maintain an event planning handbook for the Office of Indigenous Engagement.
• Further develop and manage the OIE Cultural Service Model and inquiries for event planning support from across the campus.
• Assist with the management of the online registration processes (like Marketo).
• Work closely with others to monitor and maintain event invitation lists.
• Maintain training on event planning software and technical platforms.
• Work closely with others on the development and/or update the Indigenous Communications Guide to assist campus community members to understand terminology, ii¿ taa¿poh¿to¿p branding, and use of cultural symbols.
• Participate in working Circles (co-chair or member) and the overall implementation structure for the Indigenous Strategy as requested and in alignment with the role.
• Work in collaboration with the Program Assistant, Communications and Marketing, to create a social media strategy to communicate and promote special events hosted or co-hosted by the Indigenous Engagement team.
• Work in collaboration with the Program Assistant, Communications and Marketing to co-manage the use of symbols for the Office of Indigenous Engagement.
• Participate in and contribute to strategic planning for the Office of Indigenous Engagement; following Vice Provost (Indigenous Engagement) approval, execute the strategy.

• Prepare speaking notes and event briefs for the Vice Provost (Indigenous Engagement) and other VIPs when appropriate.

Qualifications / Requirements:

Required

• A bachelor¿s degree (preferred) in a relevant field from an accredited post-secondary institution is required.
• Minimum of three to five years of communications and program coordination experience required.
• Minimum of three to five years of experience in event planning and execution for in-person and online events.
• A combination of education and experience may be considered.
• Strong interpersonal, stress management, and collaboration skills.
• Demonstrated basic knowledge about Indigenous peoples, cultures, and history required.
• Excellent organizational and time management skills, including the use of event planning timelines when time management software if appropriate.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and MS Teams.
• Proficiency in communications tools such as: LiveWhale, Marketo, Qualtrics, and basic knowledge of web platforms like Drupal.
• Working knowledge and familiarity with event planning processes and software.
• Technical background and hands-on experience working with webinar platforms such as Zoom Webinars is an asset.
• Demonstrated ability to maintain confidentiality.
• Ability to multitask, troubleshoot, meet deadlines, and prioritize tasks.
• Ability to manage and work in a fast-paced work environment with peak periods of intensity.

• Ability to work independently.

Additional Assets

• Familiarity with the organizational structure of the University of Calgary.
• Familiarity with the University¿s Indigenous Strategy ii¿ taa¿poh¿to¿p and the local Indigenous community will be taken into consideration.
• Familiarity with regional Indigenous cultural protocols.

Application Deadline: June 4, 2026

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 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 ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

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.