Description
The Brand Experience Team within VP External Relations is currently seeking a Full-time Staff Limited Term Coordinator, Brand & Marketing for approximately 2 years.
Reporting to the Senior Director, Brand Experience, the Brand and Marketing Coordinator is a highly organized and service-oriented professional responsible for coordinating day-to-day operational activities. This is a 24-month limited term role that supports the successful delivery of the University's brand strategy and governance, marketing and advertising, creative and design, and digital content. Working across these initiatives within the Brand Experience portfolio, this role provides administrative, project coordination, and operational support that enables the team to deliver high-quality work efficiently and consistently.
The Coordinator works collaboratively with specialists, designers, marketers, digital content professionals, project managers, faculty communicators, external vendors, and other internal stakeholders to coordinate projects, maintain departmental systems and resources, support marketing and creative production activities, and ensure information flows effectively across the team. This role requires exceptional organizational skills, attention to detail, strong customer service abilities, and the flexibility to manage multiple priorities within a fast-paced environment.
As an integral member of the Brand Experience team, the Coordinator plays an important role in maintaining the operational effectiveness of the department by supporting project coordination, administering collaboration tools and resources, organizing knowledge-sharing initiatives, coordinating vendors and logistics, and assisting with the administrative functions that allow the team to focus on delivering strategic work that builds the University's overall brand reputation.
Primary Purpose of the Position (key purpose, functions, roles):
This role will provide coordination and administrative support across the Brand Experience portfolio to ensure the successful planning, delivery, and day-to-day operations of team services. The Brand Coordinator organizes project logistics, facilitates communication between internal stakeholders and external vendors, assists with scheduling photo and video productions, assists with triaging shared service requests, and provides administrative support that helps projects move efficiently from intake through completion.
The role applies specialized knowledge of marketing operations, advertising administration, merchandising, brand asset management, and photo/video production coordination to support the successful delivery of Brand Experience initiatives. The role provides guidance on established brand processes, production requirements, and operational procedures to ensure projects are delivered consistently and in accordance with university standards.
Acting as a resource to internal stakeholders, the position supports the interpretation and application of brand guidelines, production workflows, merchandising practices, and advertising processes. The role uses established procedures, judgment, and discipline-specific knowledge to coordinate activities, respond to inquiries, and facilitate effective service delivery across the Brand Experience portfolio.
This position supports the ongoing administration of the department's operational systems and various processes such as Marq online templating tool and Adobe WorkFront project management. Responsibilities also include coordinating merchandise and branded event materials, supporting advertising administration through contract and invoice processing, maintaining departmental collaboration platforms and digital resources (e.g. MS Teams and SharePoint), assisting with project coordination and reporting activities, and helping organize brand education initiatives, knowledge sharing opportunities, in-person brand activations, and other team events.
The work of this position is organized across four key areas: project and service coordination, brand and team operations, administrative support, and reporting and communications. Within these areas and through strong organization, attention to detail, and a collaborative approach, the Brand Coordinator helps ensure the Brand Experience team operates efficiently while providing a high level of service to teammates, internal clients, and partners across the university.
Summary of Key Responsibilities (job functions include but are not limited to):
Team and Project Coordination (40%)
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Coordinate planning and logistics for photography and video productions, including scheduling with faculty communicators, external vendors, internal clients, and Brand Experience team members.
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Monitor and triage inquiries received through shared email inboxes, routing requests appropriately, responding to routine questions as required, documentation, and recommending improvements.
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Coordinate departmental meetings and knowledge-sharing initiatives, including scheduling, communications, registrations, meeting materials, room logistics, and note-taking as required.
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Support the planning and delivery of quarterly Brand Information Sessions, educational initiatives, and other brand activations that promote brand awareness and best practices across the university.
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Assist with project coordination activities within Workfront, including project administration, time tracking, status updates, and resource support.
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Assist with file management, archiving, version control, and the ongoing organization of shared digital resources and documentation.
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Apply specialized knowledge of marketing operations, merchandising, advertising administration, and production coordination to support effective project delivery and client service.
Brand Operations (30%)
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Support the administration and ongoing maintenance of collaboration platforms, including Microsoft Teams, SharePoint, Marq, Digital Asset Management systems, and the university's brand website.
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Help maintain organized libraries of approved templates, design assets, photography, documentation, and brand resources to ensure information remains current, accessible, and well managed.
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Assist with user support and account administration for departmental platforms and systems.
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Coordinate merchandise and promotional product requests, inventory tracking, storage, and distribution across the institution.
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Coordinate the booking, distribution, inventory management, quality control, and maintenance of departmental event kits and branded event resources.
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Assist with onboarding new team members, student staff, vendors and collaborators by maintaining orientation materials, access requests and process documentation.
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Provide guidance to internal clients and stakeholders regarding established brand standards, merchandising processes, advertising procedures, and photo/video production requirements.
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Serve as a resource for faculty communicators, vendors, and project stakeholders by answering questions and assisting with the interpretation of established brand and operational procedures.
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Support the development and maintenance of operational resources, process documentation, production guidelines, and reference materials that promote consistent application of brand standards.
Administartive Support (20%)
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Support advertising administration activities including contract processing, invoice tracking, budget documentation, and coordination with Finance to ensure timely processing of payments.
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Assist with maintaining accurate records related to vendor agreements, purchase orders, advertising expenditures, and project documentation.
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Coordinate calendar scheduling, meeting logistics, travel arrangements, expense reconciliations, and other administrative support for the Senior Director, Brand Experience and team leadership.
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Assist team members with gathering information, preparing presentations, reports, dashboards, and supporting documentation.
Reporting (10%)
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Compile, organize, and format departmental reports related to marketing, advertising, website performance, client service activity, and other operational metrics.
Record meeting minutes, action items, and follow-up activities for committees, project teams, and departmental meetings as required.
Qualifications / Requirements:
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Degree or diploma in Marketing, Communications, Business Administration, Content Production, or a related field or equivalent experience.
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1-3 years of experience in a project coordination, marketing, communications, administration, or related support role.
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Knowledge of marketing, advertising, merchandising, brand management, and photo/video production principles, practices, and workflows.
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Experience providing guidance and support to clients or stakeholders regarding processes, requirements, documentation, and service delivery standards.
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Ability to analyze information, exercise judgment within established guidelines, and coordinate specialized activities involving multiple stakeholders and competing priorities.
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Exceptional organizational and time management skills with the ability to coordinate multiple projects, priorities, and deadlines simultaneously.
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Excellent written and verbal communication skills with strong interpersonal and customer service abilities.
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Demonstrated ability to work independently while collaborating effectively within a multidisciplinary team.
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Strong attention to detail and commitment to accuracy when managing documentation, records, schedules, and financial information.
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Experience coordinating meetings, events, vendors, or project logistics.
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Experience supporting contract administration, invoice processing, purchase requests, or financial tracking considered an asset.
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Strong proficiency with Microsoft Office including Outlook, Excel, Word, PowerPoint, Teams and SharePoint.
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Experience using project management, collaboration, or digital asset management platforms such as Workfront, Marq, SharePoint, or similar systems considered an asset.
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Comfortable learning new software platforms and adapting to evolving technologies and business processes.
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Demonstrates initiative, curiosity, professionalism, and a collaborative, team-first mindset.
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Knowledge of post-secondary, non-profit, or large complex organizations, considered an asset.
Application Deadline: September 17, 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 1.
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.
