Events Coordinator

The University of Saskatchewan is hiring an Events Coordinator to plan and execute key campus events, including Convocation and Open House. The role requires strong organizational skills, creativity, and the ability to work in a fast-paced environment. Responsibilities include event planning, budget management, and collaboration with various stakeholders. The position involves occasional evenings and weekends and emphasizes diversity and inclusion within the university community.
Events Coordinator

The University of Saskatchewan is seeking a dynamic and detail-oriented Event Coordinator to join our team. In this pivotal position, you'll have a primary role of planning and executing key events on campus including our Convocation ceremony. If you thrive in a fast-paced environment and have a flair for organization and creativity, we want to hear from you.

Primary Purpose: The events coordinator position plays a key role in the planning and execution of Convocation, as well as events led by Teaching, Learning and Student Experience (TLSE), including Open House, Welcome, and Indigenous Achievement Week. The events coordinator will provide specialized expertise related to the planning, coordination, execution, budget management, and evaluation of these events. They will also provide creative expertise and advice to enhance the impact and profile of the events they support.

Nature of Work: The events coordinator reports to the Director, Service Team, University Relations.

The events coordinator is responsible for ensuring the success of the following events: fall and spring Convocation ceremonies (including presidential and chancellor installations at Convocation when required); Open House, fall and winter Welcomes, and Indigenous Achievement Week. The events coordinator may also be required to assist with other events hosted or supported by TLSE units and University Relations as needed.

The coordinator is responsible for all aspects of events planning and all logistical details related to the successful delivery of events.

The events coordinator works closely with TLSE leaders to ensure that all TLSE-led events are successful, impactful, and raise awareness, understanding, and affinity for the university. The coordinator must build and maintain strong relationships with TLSE staff and units, key stakeholders across the university, vendors, and external partners as appropriate. The events coordinator also works with and at the direction of the Convocation Planning Team in planning and executing spring and fall Convocation ceremonies.

The environment is dynamic and fast-paced with numerous and competing deadlines. There is significant risk to the university’s reputation if events are not planned and executed to a high standard.

A high degree of appreciation of and sensitivity to diverse cultures is required. The events coordinator must be willing to work occasional evenings and weekends.

University Relations is responsible for institutional advancement programs (alumni and external relations, development, strategic communications), and as such is dedicated to supporting the related needs of all colleges, units and the university as a whole. University Relations is comprised of specialized teams that work together in an integrated model to ensure that the University of Saskatchewan has the reputation, relationships and resources necessary to take its place among the most distinguished universities in Canada and the world.

The University of Saskatchewan values diversity and Indigenous engagement is a strategic priority. In support of this priority, the position will contribute to a team environment which recognizes and supports the importance and value of equity, diversity, and inclusion in achieving the mission of the university, and actively seek out those with diverse cultural backgrounds, perspectives, and experiences to support the mission.

In University Relations, the nature of our work centres on our guiding principles of being:
• Inspiring:We are confident in ourselves and our goals. We instill confidence and excitement in others to bring them along with us.
• Committed to each other’s success:We look for opportunities to make all our teams and the University successful.
• Collaborative and integrated:We work together toward shared goals.
• Solutions- and action-oriented:We continuously seek a path forward and we get things done.
• Brave and courageous:We expect to encounter obstacles. We face these challenges head-on.
• Respectful:We demonstrate our regard for others through listening, understanding, and acknowledging the contributions of all.

Typical Duties or Accountabilities:
• Plans, coordinates, and executes institutional events that support the portfolio’s and the university’s strategic goals.
• Works under the direction of unit leaders who are responsible for events.
• Creates a vision for the events they support that aligns with strategic priorities of the university and achieves key outcomes.
• Works within budgets and ensures that financial transactions and information is accurately recorded and maintained.
• Oversees coordination of all event logistics including registration/tickets, communications, requests for proposals, space and venue bookings, food, entertainment, supplies, vendor coordination, liaison with internal university stakeholders, etc.
• Creates clear event plans aligned with institutional goals and event runs for smooth and efficient delivery.
• Communicates event plans clearly to key stakeholders.
• Interacts with a diverse set of stakeholders across campus and externally.
• Leads and sets up meetings and facilitates group discussions.
• Supports and creates effective planning committees involving key stakeholders.
• Oversees the ordering of signage, A/V and other equipment, streaming video, etc.
• Works with communicators to ensure that information and invitations are shared timely and accurately.
• Oversees the hiring, training, supervision and payment of casual and contract staff for events as required.
• Supervises the on-site production of events.
• Develops and documents event planning procedures, protocols, and processes that support leading practices for campus events.
• Provides expertise and guidance to assist TLSE leaders and staff in planning their events.
• Identifies opportunities for collaborative event planning across the TLSE portfolio and across campus.
• Identifies opportunities for greater efficiencies, reduction of risk, and event changes that would better meet the needs of the participants.
• Maintains measurements and benchmarks for events, assesses results, surveys participants, and makes recommendations for improvements. Ensures data and feedback collected for events is appropriately documented and distributed in a timely manner.
• Oversees a supportive, respectable approach in the planning and execution of all events to support and celebrate equity, diversity and inclusion.

Education: A relevant undergraduate degree is preferred. A combination of education and significant relevant work experience may be considered.

Experience: A minimum of three to five years of experience planning, coordinating, and managing special events. Knowledge about the communities that make up our diverse university population, including First Nations, Métis, Inuit, 2SLGBTQIA+, and international student communities.

Skills: Ability to manage multiple projects and work assignments with competing deadlines; ability to anticipate project needs, discern work priorities, and pay keen attention to detail; demonstrated excellence in all aspects of event planning, coordination, implementation, and evaluation; highly effective interpersonal skills, including diplomacy and tact combined with enthusiastic professionalism in dealing with people; creativity, self-motivation, and reliability; exceptional communication skills, both written and verbal; proven ability to work independently, collaboratively, and as an effective team member; able to build and maintain relationships with internal and external clients; demonstrated creativity in problem-solving; demonstrated ability to identify and manage risk; superior customer service ethic and expectations for quality; proven ability to maintain confidentiality; interpersonal and intercultural sensitivity that includes anticipating how decisions or actions may be perceived by others; an awareness that Indigenous engagement is a strategic priority at the university; experience working with diverse communities and stakeholders in an organizational setting; working proficiency using office oriented software.

Inquiries regarding this position can be directed to John Shelling, john.shelling@usask.ca.

Department: University Relations
Status: Term 1 year
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $67,681.00 - 105,753.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 2
Posted Date: 3/7/2025
Closing Date: 3/21/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.