Students' Union, UCalgary

ABOUT THE STUDENTS’ UNION

POSITION SUMMARY

Reporting to the Manager, Student Services, the Senior Coordinator, Student Engagement is primarily accountable for the effective management, coordination, and continuity of new and ongoing SU events and programming, including high level oversight of the SU registered clubs service.

The Senior Coordinator, Student Engagement works with two full-time Coordinators, Student Organizations, and up to six part-time student Program and Event Assistants. The incumbent is responsible for advising and coaching elected officials and SU staff in accomplishing their mandate as it relates to fostering student engagement and a vibrant and inclusive student life on campus. The position oversees the SU’s annual events program, advises the Coordinators, Student Organizations on SU registered club issues, and conducts research and analysis with the aim of understanding the desires of undergraduate students in this regard.  To this end, the position will seek out and nurture relationships and partnerships with university units and departments with similar goals.

SALARY

For this position, the hiring range is $54,000 to $60,000 and the offered salary will be negotiated based on a candidate’s relative experience. As a not-for-profit organization, it is extremely unlikely that we will be able to offer a successful candidate a salary outside of this range.

KEY RESPONSIBILITIES

• Directs all aspects of engagement activities, including conceptualization and planning of events and programs, booking space, equipment, catering, and talent (speakers, bands, etc.), execution of on-site logistics and effecting of consistent debriefing and evaluation with the goal of continuous improvement.
• Directs all aspects of the Undergraduate Research Symposium including abstract submission and vetting, solicitation of award donations, coordination of judges and ensuring the symposium and awards reception runs smoothly.
• Directs all aspects of the Teaching Excellence Awards including soliciting student nominations, scheduling classroom visits, coordination of committee responsibilities, and ensuring the awards reception is executed well.
• Provide information and advice on club and SU operational and governance procedures to the Coordinators, Student Organizations, the Programs and Services Committee, and the VP Internal.
• Assists the Executive, elected officials, Program and Event Assistants and department staff to articulate, plan and implement events programming as it relates to their portfolio responsibilities; ensures all engagement activities are consistent with SU policies and organizational priorities.
• Support the orientation and training sessions for the elected officials as they are transitioning into their roles.
• Support the recruitment, hiring, training, supervision and evaluation of the Coordinators, Student Organizations and Program and Event Assistants; mentors and coaches them towards the successful conceptualization, planning, and execution of mandated responsibilities.
• Facilitate relationships with university administrators and units in relation to SU registered clubs’ coordination and SU events programming.
• Support the Marketing and Communications Department with event marketing and communication planning as required.
• Directs and implements the creation and conceptualization of new programming, as required, including researching, budgeting, writing, and presenting proposals, conducting risk assessments, and ensuring the passage of new programming proposals through the SU’s administrative system.
• Ensures compliance of all events and SU registered clubs’ activities with internal procedures and policies related to risk management.
• Monitors expenditures related to program and activities; ensures expenditures remain within budgetary guidelines; applies cost-saving techniques were possible; reviews financial statements to ensure accurate reporting of monthly expenditures.
• Contributes to budget development by providing accurate expense estimates.
• Assists with the creation and updating of operational policy related to SU registered clubs administration, space, and event management.
• Other duties as assigned by the Director, Student Services.

REQUIRED COMPETENCIES

• Skilled Communicator: possesses strong written, verbal and listening skills; can distill and clearly communicate complex information; demonstrates a transparent, succinct, and positive communication style across a variety of communication settings and styles.
• Multi-Task and Manage Priorities: effectively balances multiple projects and the interests of competing stakeholders through a system of compromise, prioritization and planning while integrating day-to-day emerging issues; can orchestrate multiple activities and diverse resources simultaneously to accomplish a goal.
• Event Management: proven ability to plan for the design, development, implementation and evaluation of events and other programming geared towards increasing student engagement; differentiates among goals, measurable objectives, related activities, and expected outcomes; decides what skills and knowledge to incorporate into event staff training.
• Problem Solving: capable of assessing and mitigating short and long-term risk, while being agile and pivoting or adapting plans when necessary. Critical thinking and conflict management skills are a must.
• Organizational Awareness: understands post-secondary organizations, their politics, and their environments; can effectively get things done through both formal channels and informal networks; recognizes and uses post-secondary culture and language to produce the best possible response; understands the history, political context and reasoning behind key policies, practices, and procedures.
• Team Leadership: proven ability to lead, coach and manage a diverse team; resolves conflicts and gives constructive criticism; uses strategies to boost morale and productivity (i.e. team-building activities, informal recognition and professional development).
• Mentorship: experience in coaching or training others; can effectively guide and assist others to make strong decisions based on evidence; ability to remain calm when faced with conflicting ideas or requests.
• Financial Management: budgeting aptitude and basic financial literacy; demonstrated ability to understand and justify budgetary decisions.

QUALIFICATIONS

A university degree (preferably in communications, education, psychology, sociology, or equivalent) or a diploma in event planning or management with two to three years of relevant experience in professional event planning, program management, or supervision. An equivalent combination of education and experience would be considered. Experience within a post-secondary education or a non-profit setting is preferred.

For more information, check out the position description.

HOW TO APPLY

Please send a resume and cover letter to resumes@su.ucalgary.ca. We are accepting applications until January 2, 2026, or until we find the right person. We’re hoping to interview candidates and make a decision in mid to late January.

STATEMENT ON EMPLOYMENT EQUITY, DIVERSITY, AND INCLUSION

The Students’ Union is committed to ensuring that members of equity-deserving groups, from a broad range of communities, feel empowered to apply for positions within the organization. We strongly encourage qualified candidates from Black, Indigenous, and/or other racialized communities to apply. Qualified candidates who identify as 2Spirit and/or LGBTQIA+ or are otherwise marginalized on the grounds of gender expression, gender identity, and/or sexual orientation are also strongly encouraged to apply.

The Students’ Union welcomes applications from people with disabilities and believes strongly in accessibility in the work we do. Accommodations are available on request for candidates taking part in all aspects of the selection process – please advise us at any point and we will work with you to meet your needs while respecting your privacy as much as possible.

The Students’ Union is grateful to work on the traditional territories of the people of the Treaty 7 region in Southern Alberta, which includes the Blackfoot Confederacy (comprising the Siksika, Piikuni, and Kainai First Nations), the Tsuut’ina First Nation, and the Stoney Nakoda (including the Chiniki, Bearspaw, and Goodstoney First Nations). The City of Calgary is also home to Métis Nation of Alberta, Region III. The University of Calgary is situated on land adjacent to where the Bow River meets the Elbow River, and the traditional Blackfoot name of this place is Moh’kins’tsis, which we now call the City of Calgary. The Students’ Union also recognizes that land acknowledgments are not enough. We need to pursue truth, reconciliation, decolonization, and allyship in an ongoing effort to make right with all our relations.

ABOUT THE STUDENTS’ UNION

POSITION SUMMARY

The Events Coordinator is a client-facing role within Conference and Events, reporting to the Manager, Event & Catering Services. This position coordinates a high volume of internal and external events from booking through post-event follow-up. The focus is client satisfaction, clear communication, smooth execution, and supporting departmental revenue. The role requires strong organization, sound judgment, and the ability to work independently in a fast-paced environment.

SALARY

For this position, the hiring range is $50,000 to $55,000, and the offered salary will be negotiated based on a candidate’s relative experience. As a not-for-profit organization, it is extremely unlikely that we will be able to offer a successful candidate a salary outside of this range.

KEY RESPONSIBILITIES

• Plan and coordinate all aspects of events primarily in the months and weeks prior.
• Work with a diverse body of internal and external clients to ensure satisfaction, including advising on services and related costs, creating and implementing standard contracts that serve the customers unique requirements for service, collecting payments, maintaining timely communication with clients during the planning process, and assisting with event production as required.
• Ensure effective communication of information across the department, including using event management software to disseminate up-to-date planning information, as well as preparing and distributing all relevant materials internally and externally.
• Liaise with and provide execution details to department staff to ensure proper event execution (e.g., catering operations, kitchen management, administrative staff, and 3^rd party providers).
• Maintain consistent, timely, and accurate billing for services.
• Attend and participate in daily and weekly department meetings, as well as inter-department, and 3^rd party provider meetings as required.
• Conduct pre-event meetings and tours of the facility, and conduct post event evaluations to ensure collection and distribution of valued customer feedback.
• Contribute to maintenance of departmental budget and assist in some aspects of budget development as requested.
• Perform administrative and clerical tasks associated with event planning and the department.

QUALIFICATIONS

Minimum Requirements: Diploma in hospitality management or related program (minimum 2-year program) with 2 years of directly related experience. An equivalent combination of education and experience would be considered.

Experience gained within the hospitality industry is preferred. Previous experience working within a university setting would be considered an asset.

Required Technical Skills/Experience:

• Intermediate computer skills using Excel, Word and e-mail applications
• Experience using room diagram software (Prismm) preferred
• Proficiency in using room booking software (social tables)
• Experience with OPERA

REQUIRED COMPETENCIES

• Excellent customer service skills
• Ability to maintain a professional manner and manage self well under pressure
• Highly developed sales and negotiation ability with internal and external clients
• Strong interpersonal skills
• Ability to prioritize multiple tasks and negotiate conflicting priorities
• An outstanding telephone manner
• Strong written and verbal communication skills
• Strong attention to detail
• Cultural sensitivity; ability to work effectively with a wide variety of customers

For more information, please check out the position description.

HOW TO APPLY

Please send a resume and cover letter to resumes@su.ucalgary.ca. We are accepting applications until January 30, or until we find the right person. We’re hoping to interview candidates and make a decision in late January or early February.

STATEMENT ON EMPLOYMENT EQUITY, DIVERSITY, AND INCLUSION

The Students’ Union is committed to ensuring that members of equity-deserving groups, from a broad range of communities, feel empowered to apply for positions within the organization. We strongly encourage qualified candidates from Black, Indigenous, and/or other racialized communities to apply. Qualified candidates who identify as 2Spirit and/or LGBTQIA+ or are otherwise marginalized on the grounds of gender expression, gender identity, and/or sexual orientation are also strongly encouraged to apply.

The Students’ Union welcomes applications from people with disabilities and believes strongly in accessibility in the work we do. Accommodations are available on request for candidates taking part in all aspects of the selection process – please advise us at any point and we will work with you to meet your needs while respecting your privacy as much as possible.

The Students’ Union is grateful to work on the traditional territories of the people of the Treaty 7 region in Southern Alberta, which includes the Blackfoot Confederacy (comprising the Siksika, Piikuni, and Kainai First Nations), the Tsuut’ina First Nation, and the Stoney Nakoda (including the Chiniki, Bearspaw, and Goodstoney First Nations). The City of Calgary is also home to Métis Nation of Alberta, Region III. The University of Calgary is situated on land adjacent to where the Bow River meets the Elbow River, and the traditional Blackfoot name of this place is Moh’kins’tsis, which we now call the City of Calgary. The Students’ Union also recognizes that land acknowledgments are not enough. We need to pursue truth, reconciliation, decolonization, and allyship in an ongoing effort to make right with all our relations.