Room Booking Coordinator - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted
:
08/08/2023

Req ID
:
33274

Faculty/Division
:

UofT Scarborough

Department
:

UTSC:
Retail & Conference Services

Campus
:

University of Toronto Scarborough (UTSC)

Position Number
:

Description
:

About us
:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe.

Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities.

The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough, through the department of Retail & Conference Services, provides a wide variety of visitor, conference, and meeting related special event services and summer accommodation to external users, especially during the period May to September.

The revenue generation for the various services contributes to the support of the academic mission of the University.

Your opportunity
:

Working under the direction of the Manager, Conference and Events you will be responsible to act as the first point of contact to disseminate event related information and book non-academic meetings, conference and event space requirements that meet internal and external clients' needs, check room set-up meets approved specifications, update and maintain records, take and distribute meeting minutes, refer complex event and meeting bookings to senior staff, determine preliminary risk level of booking, and forward medium to high risk bookings to management for review and approval.

Your responsibilities will include
:

Collecting nonacademic room booking requests from an online system, and disseminating client requirements and booking information to internal contacts in a timely manner
Confirming client meeting space requirements for meetings, conferences and events
Booking meeting space and rooms that meet client needs and referring complex bookings to senior staff
Checking that room setup meets approved specifications
Determining preliminary risk level of booking based on defined criteria and established standards and forwarding medium to highrisk booking requests to management for review and approval
Providing detailed information to clients on facility rules, guidelines and procedures
Scheduling risk assessment committee meetings and taking and distributing meeting minutes
Serving as a resource to others by providing (nonsupervisory) administrative guidance

Essential Qualifications
:

Bachelor's Degree or acceptable combination of equivalent experience.
Minimum two (2) years of related work experience booking nonacademic activities (e.g., meetings, conferences, events) to meet clients' needs.
Demonstrated experience providing frontline customer service to a variety of clients (e.g. faculty, staff, students, external clients, vendors, etc.).
Demonstrated experience providing room booking space requirements to meet clients' specifications.
Demonstrated experience assessing preliminary risk levels based on defined criteria and established standards.
Strong computer skills with MS Office (Word, Excel).
Experience updating and maintaining records.
Excellent communication (both oral and written) and interpersonal skills.
Demonstrated ability to work effectively both as part of a team, but also independently.
Demonstrated ability to prioritize tasks and responsibilities, work well under pressure, meet strict deadlines and make sound judgments.
Familiarity with University policies and procedures.
Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential)
:

Experience taking and distributing meeting minutes.

To be successful in this role you will be
:

Accountable
Communicator
Diplomatic
Multitasker
Problem solver
Team player

Notes
:

This is a
term opportunity until April
2024.

A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date
:
08/17/2023, 11:59PM ET

Employee Group
:

USW

Appointment Type
:

Budget - Term

Schedule
:

Full-Time

Pay Scale Group & Hiring Zone
:

Job Category
:

Administrative / Managerial

**Lived Experience Statement