Intermediate Coordinator, Event Management - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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Job Type:

Employee

Duration in Months (for fixed-term jobs):
N/A

Job Family:
Event Management

of Open Positions:
1

Faculty/Service - Department:
Student Affairs, Client Relations, Reservations & Conventions

Campus:
Main Campus

Union Affiliation:

SSUO

Date Posted:
février 08, 2024

Closing Date:
février 19, 2024

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:
35

Salary Grade:

SSUO Grade 07

Salary Range:
$55 245,00 - $69 783,00

About Student Affairs:
There's nothing more rewarding than helping future generations reach their full potential at a world-class university.

With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do.

Position purpose:

The objective of this position is to provide support essential to the activities of Conventions and Reservations, specifically the bookings from different SFUO clubs and Faculty associations by overseeing and carrying out various administrative and financial activities.

The incumbent is the main point of contact for all of their booking requirements and liaises with students on a regular basis.

In this role, your responsibilities will include:

Program delivery: Assists with the delivery of the VEMS program by ensuring that the bookings and the related services are well designed to achieve the organizers needs.
Catering: Assist with catering orders for internal, student and external community.
Admission and registration: Manages the admission and registration procedures for all of the SFUO clubs and Faculty Association with VEMS. Evaluates and assures client services.
Operational plan: Receives and schedules events in the public calendar and ensure that conflicts do not occur with multiple events. Manages the logistics of the venues and coordinates the availability catering and small equipment rental (tables, chairs, etc).
Financial activities: Receives and processes all invoices and financial transactions in collaboration with the Coordination Agents and in accordance with University of Ottawa policies and procedures; ensures the organization and maintenance of financial documents. Responsible for the student financial accounts and prepares invoices for upcoming events ensure that funds are deposited in accordance with University policies and procedures.
Information management and reporting: Keep EMS up to date with accurate information. Provide various simple to moderatelycomplex reports, on a scheduled as well as adhoc basis to support ongoing operations and strategic planning.
Records management: Maintain an effective filing and records management system to ensure that complete and accurate documentation is available for future reference or audit purposes.
Documentation: Write and maintain procedure manuals for internal use on procedures, processes and systems related to the incumbent's responsibilities.
Physical resources: Coordinates the various activities related to the upkeep and upgrade of the facility. This may include ensuring the maintenance of the kitchen and room equipment.

What you will bring:

Knowledge of administration and accounting principles normally acquired through postsecondary education or equivalent experience
Minimum 3 years of demonstrated experience in a similar role
Planning
Initiative
Client service orientation
Teamwork and cooperation
Knowledge of University of Ottawa policies and procedures as well as its structure and governance; an asset
Experience in client services and a positive attitude to ensure service excellence
Experience in producing reports
Ability to establish priorities, to demonstrate initiative and creativity, excellent organizational skills
Discretion in the manipulation of highly confidential information
Strong interpersonal and communication skills

Bilingualism

French and English (spoken and written)

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning:
Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative:
Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation:
Help or serve others to meet their needs.

This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation:
Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Note:
if this is a union position: The hiring process will be governed b