Operations Specialist, Strategic Events, External Relations
About the role
Description
The Strategic Events team within the Office of External Relations is currently seeking a Full-time Regular Operations Specialist.
The Office of External Relations is the university's central hub for connection and collaboration. We advance UCalgary's mission by uniting people, ideas, and initiatives across campus and beyond. By building and sustaining meaningful relationships with communities, partners, and stakeholders, we amplify the university's vision, communicate its priorities with clarity, and drive progress toward shared goals. External Relations features a number of major functions including Communications; Community Engagement, Government Relations and UCalgary International.
Reporting to the Sr. Director, Strategic Events, the Operations Specialist supports the Strategic Events team and the Community Engagement Leadership Team through advanced operational coordination, invite strategies, systems administration, event data management, process optimization, and organizational support. The position operates with a high degree of independence and is responsible for ensuring the integrity, accuracy, and effectiveness of operational processes while supporting a complex portfolio of institutional and community engagement events. The Strategic Events team is where collaboration and innovation meet to create exceptional event experiences. Our team is composed of seasoned event professionals who excel in delivering comprehensive event management. We specialize in event strategy, management and production, ensuring that every event is executed with precision and creativity.
The role is well suited to someone who values preparation, organization, and consistency - and it's the perfect fit for someone who takes pride in being the person behind the scenes who keeps everything moving. The Operations Specialist will serve as the primary resource for invite strategies, list and registration management, event data administration, CRM integration, reporting, document governance, operational planning, pre and post event reporting and volunteer coordination. The incumbent works closely with the Strategic Events Sr. Director, event specialists, Community Engagement leadership, suppliers, volunteers, and internal stakeholders to ensure operational excellence and consistent delivery standards across all events.
The position manages multiple priorities with competing deadlines and requires strong analytical capabilities, attention to detail, discretion, and judgment. Work demands increase during peak event planning and delivery periods and requires extreme flexibility in scheduling to support major initiatives.
Primary Purpose of the Position: (key purpose, functions, roles):
The Operations Specialist provides specialized operational expertise to support the Strategic Events portfolio through the administration and continuous improvement of systems, data, processes, and operational resources.
The position is responsible for leading the preparation, collection, management, analysis, and reporting of event-related data; ensuring CRM integrity; supporting registration and invitation processes; developing and maintaining operational resources; coordinating volunteer and vendor administration; and identifying opportunities to improve operational efficiency and service delivery.
The successful candidate will act as a subject matter resource for event operations, data management, and business processes, contributing to the development of sustainable systems, standardized procedures, and operational best practices that support current and future program growth.
Summary of Key Responsibilities (job functions include but are not limited to):
Event Data Strategy, Management and Analysis
Leads the preparation, collection, management, validation, and analysis of event-related data across the Strategic Events and Community Engagement portfolio. Develops and administers invitation criteria, audience segmentation, registration processes, attendance tracking, and reporting activities. Performs data imports, exports, list generation and quality control activities. Conducts pre-event and post-event attendee research and analysis to support decision making and future planning. Produces dashboards, reports, metrics, and summaries to support leadership decisions and event evaluation. Acts as the primary steward for event data quality, project tracking in Harvest and CRM integrity. Event execution support - including survey management/event experience reporting, event-day registration lead/coordination, and general event support as required/assigned.
Systems Administration and Process Improvement
Maintains and supports operational systems, databases, and platforms used by the Strategic Events team. Financial administration with reconciling invoices and payments for the Strategic Events team (including subscriptions/licences), event budget management support and expense reporting for Sr. Director. Develops, implements, and refines procedures, workflows, business processes, and operational standards. Identifies opportunities to improve efficiency, reduce risk, and enhance user experience. Evaluates operational challenges and recommends sustainable solutions based on analysis and best practices. Supports the growth and scalability of the Strategic Events team's systems infrastructure.
Operational Planning and Coordination
Provides specialized operational support for event planning initiatives and team projects. Coordinates registration administration, logistics tracking, and operational workflows. Maintains event inventories, supplies, resources, and documentation. Coordinates volunteer administration activities, including communication, tracking, and event support. Supports the Sr. Director and Community Engagement leadership with operational deliverables and implementation activities. Provide onboarding/offboarding support for IT setup/coordination and systems access and training.
Document and Resource Management
Develops, updates, organizes, and maintains operational documentation and resources. Maintains standard operating procedures, process documentation, templates, checklists, and reference materials. Creates reports, summaries, and operational resources for leadership and project teams. Ensures information is organized, current, accessible, and aligned with departmental standards.
Supplier and Stakeholder Coordination
Coordinates operational communications with suppliers and external service providers. Develops productive working relationships with internal and external stakeholders to ensure successful execution of operational objectives. Serves as a resource and advisor to team members regarding operational processes and systems.
Leadership and Strategic Support
Provides guidance and support to colleagues on operational best practices, systems, and data management processes. Leads operational projects and initiatives with manageable risk and resource requirements. Supports Community Engagement leadership through operational planning, implementation, monitoring, and follow-through. Recommends and implements improvements to processes, procedures, and operational standards. Contributes expertise to departmental planning and continuous improvement initiatives.
Qualifications / Requirements:
Bachelor's degree in Business Administration, Communications, Event Management, Information Management, Marketing, or a related discipline. Minimum 5 years of progressively responsible experience in operations, event administration, project coordination, business operations, data management, advancement services, CRM administration, or a related field. Experience supporting senior leadership and managing multiple priorities with minimal supervision. Experience working within an event, advancement, community engagement, or customer relationship management environment. Experience in a post-secondary environment is considered an asset. Advanced proficiency with CRM systems, database administration, reporting tools, spreadsheets, and digital collaboration platforms. Experience with Blackbaud CRM (BBCRM) is considered an asset. Demonstrated experience managing data integrity, reporting, analysis, and operational workflows. Strong analytical and problem-solving skills with the ability to identify process gaps and implement improvements. Excellent organizational skills and exceptional attention to detail. Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently. Strong interpersonal and communication skills with the ability to build effective relationships with internal and external stakeholders. Experience coordinating volunteers, vendors, and project-related logistics is an asset. Positive attitude and comfortable working in collaborative environments. Lifting and moving event supplies (up to 25 lbs).
Application Deadline: July 13, 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 3.
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.
About University of Calgary
Similar Jobs
Operations Specialist, Strategic Events, External Relations
About the role
Description
The Strategic Events team within the Office of External Relations is currently seeking a Full-time Regular Operations Specialist.
The Office of External Relations is the university's central hub for connection and collaboration. We advance UCalgary's mission by uniting people, ideas, and initiatives across campus and beyond. By building and sustaining meaningful relationships with communities, partners, and stakeholders, we amplify the university's vision, communicate its priorities with clarity, and drive progress toward shared goals. External Relations features a number of major functions including Communications; Community Engagement, Government Relations and UCalgary International.
Reporting to the Sr. Director, Strategic Events, the Operations Specialist supports the Strategic Events team and the Community Engagement Leadership Team through advanced operational coordination, invite strategies, systems administration, event data management, process optimization, and organizational support. The position operates with a high degree of independence and is responsible for ensuring the integrity, accuracy, and effectiveness of operational processes while supporting a complex portfolio of institutional and community engagement events. The Strategic Events team is where collaboration and innovation meet to create exceptional event experiences. Our team is composed of seasoned event professionals who excel in delivering comprehensive event management. We specialize in event strategy, management and production, ensuring that every event is executed with precision and creativity.
The role is well suited to someone who values preparation, organization, and consistency - and it's the perfect fit for someone who takes pride in being the person behind the scenes who keeps everything moving. The Operations Specialist will serve as the primary resource for invite strategies, list and registration management, event data administration, CRM integration, reporting, document governance, operational planning, pre and post event reporting and volunteer coordination. The incumbent works closely with the Strategic Events Sr. Director, event specialists, Community Engagement leadership, suppliers, volunteers, and internal stakeholders to ensure operational excellence and consistent delivery standards across all events.
The position manages multiple priorities with competing deadlines and requires strong analytical capabilities, attention to detail, discretion, and judgment. Work demands increase during peak event planning and delivery periods and requires extreme flexibility in scheduling to support major initiatives.
Primary Purpose of the Position: (key purpose, functions, roles):
The Operations Specialist provides specialized operational expertise to support the Strategic Events portfolio through the administration and continuous improvement of systems, data, processes, and operational resources.
The position is responsible for leading the preparation, collection, management, analysis, and reporting of event-related data; ensuring CRM integrity; supporting registration and invitation processes; developing and maintaining operational resources; coordinating volunteer and vendor administration; and identifying opportunities to improve operational efficiency and service delivery.
The successful candidate will act as a subject matter resource for event operations, data management, and business processes, contributing to the development of sustainable systems, standardized procedures, and operational best practices that support current and future program growth.
Summary of Key Responsibilities (job functions include but are not limited to):
Event Data Strategy, Management and Analysis
Leads the preparation, collection, management, validation, and analysis of event-related data across the Strategic Events and Community Engagement portfolio. Develops and administers invitation criteria, audience segmentation, registration processes, attendance tracking, and reporting activities. Performs data imports, exports, list generation and quality control activities. Conducts pre-event and post-event attendee research and analysis to support decision making and future planning. Produces dashboards, reports, metrics, and summaries to support leadership decisions and event evaluation. Acts as the primary steward for event data quality, project tracking in Harvest and CRM integrity. Event execution support - including survey management/event experience reporting, event-day registration lead/coordination, and general event support as required/assigned.
Systems Administration and Process Improvement
Maintains and supports operational systems, databases, and platforms used by the Strategic Events team. Financial administration with reconciling invoices and payments for the Strategic Events team (including subscriptions/licences), event budget management support and expense reporting for Sr. Director. Develops, implements, and refines procedures, workflows, business processes, and operational standards. Identifies opportunities to improve efficiency, reduce risk, and enhance user experience. Evaluates operational challenges and recommends sustainable solutions based on analysis and best practices. Supports the growth and scalability of the Strategic Events team's systems infrastructure.
Operational Planning and Coordination
Provides specialized operational support for event planning initiatives and team projects. Coordinates registration administration, logistics tracking, and operational workflows. Maintains event inventories, supplies, resources, and documentation. Coordinates volunteer administration activities, including communication, tracking, and event support. Supports the Sr. Director and Community Engagement leadership with operational deliverables and implementation activities. Provide onboarding/offboarding support for IT setup/coordination and systems access and training.
Document and Resource Management
Develops, updates, organizes, and maintains operational documentation and resources. Maintains standard operating procedures, process documentation, templates, checklists, and reference materials. Creates reports, summaries, and operational resources for leadership and project teams. Ensures information is organized, current, accessible, and aligned with departmental standards.
Supplier and Stakeholder Coordination
Coordinates operational communications with suppliers and external service providers. Develops productive working relationships with internal and external stakeholders to ensure successful execution of operational objectives. Serves as a resource and advisor to team members regarding operational processes and systems.
Leadership and Strategic Support
Provides guidance and support to colleagues on operational best practices, systems, and data management processes. Leads operational projects and initiatives with manageable risk and resource requirements. Supports Community Engagement leadership through operational planning, implementation, monitoring, and follow-through. Recommends and implements improvements to processes, procedures, and operational standards. Contributes expertise to departmental planning and continuous improvement initiatives.
Qualifications / Requirements:
Bachelor's degree in Business Administration, Communications, Event Management, Information Management, Marketing, or a related discipline. Minimum 5 years of progressively responsible experience in operations, event administration, project coordination, business operations, data management, advancement services, CRM administration, or a related field. Experience supporting senior leadership and managing multiple priorities with minimal supervision. Experience working within an event, advancement, community engagement, or customer relationship management environment. Experience in a post-secondary environment is considered an asset. Advanced proficiency with CRM systems, database administration, reporting tools, spreadsheets, and digital collaboration platforms. Experience with Blackbaud CRM (BBCRM) is considered an asset. Demonstrated experience managing data integrity, reporting, analysis, and operational workflows. Strong analytical and problem-solving skills with the ability to identify process gaps and implement improvements. Excellent organizational skills and exceptional attention to detail. Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently. Strong interpersonal and communication skills with the ability to build effective relationships with internal and external stakeholders. Experience coordinating volunteers, vendors, and project-related logistics is an asset. Positive attitude and comfortable working in collaborative environments. Lifting and moving event supplies (up to 25 lbs).
Application Deadline: July 13, 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 3.
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.