This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 3 years from the date of hire and offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square.

Reporting to the Director, Innovation & Partnerships, the Program & Events Coordinator is an integral member of the AVP Innovation, Knowledge Mobilization, and Partnerships team. Our team supports programs, services, and events that serve the University of Alberta colleges, faculties, and students, with the goal of encouraging and facilitating innovation, knowledge mobilization, and partnerships.

The Program & Events Coordinator will play a key role in planning and executing programs and events focused on innovation, commercialization, and collaboration. This position supports initiatives such as the Lab2Market program and events hosted by Artificial Intelligence Discovery Place (AIDP), fostering meaningful connections among researchers, students, and community partners.

At The Office of the Vice President - Research (VPR), research is at the core of what we do. The VPR team supports and advances the university's large and complex research enterprise, providing leadership, guidance and diverse research services.

VPR supports the university's research function, helping ensure those involved in research and partnership activities adhere to the highest operational, financial, legal, ethical and safety standards. We also develop and administer policies to ensure regulatory compliance.

Program Coordination

• Coordinate the full intake cycle of the Lab2Market program.
• Implement outreach strategies to attract high-potential applicants from across the U of A faculties.
• Schedule and host information sessions and promotional webinars.
• Create and distribute promotional and recruitment materials tailored to diverse university audiences.
• Oversee application intake by tracking submissions, managing correspondence, and supporting applicants.
• Maintain accurate applicant databases, timelines, and records.
• Facilitate program delivery by organizing sessions and coordinating schedules with facilitators, mentors, and guest speakers and providing onboarding materials and ongoing participant support.
• Monitor participant engagement and milestone compliance.
• Serve as a liaison between participants and the national Lab2Market administrative team.
• Coordinate integration with complementary campus innovation programs and services.

Event Planning

• Lead the planning, execution, and follow-up of AIDP-hosted events, including hackathons, innovation showcases, startup pitch competitions, panel discussions, and workshops.
• Collaborate with internal stakeholders and external partners to define event goals, scope, and timelines.
• Manage logistics for in-person events, including venue booking, room layouts, AV, signage, and catering.
• Draft and maintain run-of-show documents, speaker bios, and event schedules.
• Prepare and distribute event promotional materials (posters, email campaigns, social media content).
• Ensure branding aligns with the University of Alberta and VER guidelines.
• Coordinate vendors, service providers, and facilities teams to ensure seamless delivery.

Hybrid and Virtual Event Support

• Manage virtual and hybrid events using platforms such as Zoom and Microsoft Teams.
• Provide live technical support and troubleshoot issues during events.
• Coordinate speaker onboarding and technical rehearsals.
• Track registrations, manage waitlists, and communicate reminders and instructions.
• Record sessions as required and prepare materials for post-event distribution.

Community Engagement & Outreach

• Support outreach strategies to increase awareness of innovation programs and events.
• Build and maintain contact lists and communication plans for faculty, students, and external partners.
• Coordinate with university marketing and communications teams to amplify reach.
• Design activities that foster networking and collaboration (e.g., icebreakers, breakout sessions).
• Collect, analyze, and report on participant feedback and event outcomes.
• Maintain records related to attendance, engagement, and key performance indicators.

General Administrative & Cross-Program Support

• Participate in team meetings, planning sessions, and brainstorming activities.

• Assist with preparing presentations, reports, and briefing materials for leadership.

• Support budget tracking and expense reporting.

• Maintain shared calendars, databases, and documentation using Google Drive and related tools.

• An undergraduate degree in a related discipline.

• Minimum of two years of related experience.

• Knowledge of entrepreneurship and commercialization.

• Demonstrated ability to plan, coordinate, and execute events and community-building projects.

• Strong organizational skills with attention to detail and the ability to manage multiple projects simultaneously.

• Ability to adjust to changing priorities and environments while maintaining effectiveness and productivity.

• Strong problem-solving and critical thinking skills to identify innovative solutions.

• Excellent communication skills.

• Proficiency with MS Office Suite and Google Applications.

• Proficiency with graphic design software would be an asset.

Application Instructions

Please submit your resume and cover letter.

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.