Program and Events Coordinator

This position has a term length of one year plus one day.

• *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, to encourage and facilitate 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.

The Vice-President - International and Enterprise leads the University of Alberta’s global engagement and enterprise development strategy, advancing international partnerships and promoting the university’s role as a globally connected institution. This portfolio supports the university’s efforts to expand its global reach and amplify its economic and societal contributions.

Through international recruitment, research collaboration, global academic partnerships, and innovation-focused enterprise development, the portfolio plays a key role in aligning external opportunities with institutional goals. It also supports strategic initiatives that strengthen the university’s reputation and financial sustainability.

By integrating global perspectives and entrepreneurial thinking, the Vice-President - International and Enterprise helps position the University of Alberta as a leader in international education, research impact, and strategic innovation.

A.

Program

Coordination – Lab2Market (35%)

• 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.

B.

Event

Planning – AIDP and Other Strategic Events (30%)

• 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

C. Hybrid and Virtual Event Support (20%)

• 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

D.

Community

Engagement & Outreach (10%)

• 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

E.

General

Adminis