Administrative Assistant, Hospitality Services - Regina, Canada - University of Regina

University of Regina

Verified Company

Regina, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Faculty/Department Student Affairs -Operations Unit SA - Hospitality Services Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH).

CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

Reporting to the Manager, Hospitality Services and responsible to the Manager, Housing Services, this position is responsible to provide one-stop customer experience services associated with campus events and accommodation services for the Hospitality Services unit.

This position will liaise with other departments and other related stakeholders to ensure that all logistics are organized. This position is required to independently determine which processes to use to achieve objectives and positive outcomes. This position is also required to provide guidance base on job knowledge.

Duties may include:

Arrange a variety of campus events, such as conferences, meetings, lectures, public events, seminars and film and photography shoots for both internal and external groups.
Arrange accommodation bookings for individual guests or groups staying on the university campus while attending events.
Utilize Hospitality Services' computerized booking programs to create and update all aspects of event and accommodation reservations, including but not limited to, expected attendance, nature of event, location, payment information, etc.
Review client inquires to ensure they are aligned with existing policies and procedures, and then act as the liaison between the client and service providers to ensure successful execution of the event
Responsible for daily cash out and submission of deposit to Financial Services.
Support vendor contract adherence, inventory reporting and distribution of promotional products, as required.
Mentor and guide colleagues within Hospitality Services, as needed.
Verify booking details, input applicable charges, and compile invoicing documentation to help ensure completeness and accuracy of billing.
Communicate policies and procedures to various University departments, as well as, internal and external clients.
Provide onsite event support to clients ensuring logístical needs are in place as prearranged (including catering set up accuracy, AV supports and equipment, rental items, etc.), as required.
Make recommendations for changes or improvements in current practices and procedures.
Ensure procedural documentation associated with the position is uptodate and available for training and crosstraining purposes.
Participate in the transition between student housing and shortterm housing accommodations, as needed.
Support Housing Services as needed.
Perform other related duties as assigned.

Position Requirements

Position Requirements

Grade 12 supplemented by the successful completion of a recognized business course combined with a minimum of three years' progressively responsible experience preferably in a conference, housing or shortterm stay/hotel environment. An equivalent combination of education, training, and experience may be considered.
Demonstrated knowledge of and intermediate skill in the use of Microsoft Office (Word, Excel, Access, and Outlook-GroupWise) and complex databases such as Banner, FAST, and CASPUR.
Cash handling experience (daily cash out, processing transactions, etc.)
Experience in records management, tracking of information and statistical compilation.
Ability to deliver excellent customer service.
Ability to create, compose, and edit written materials.
Ability to communicate effectively, both verbally and in writing.
Ability to understand and execute oral and written instructions.
Ability to work independently with mínimal supervision.
Skill in the use of basic office equipment.
Knowledge of event supplies, services, equipment ordering and inventory control.
Knowledge of University policies and procedures.
Knowledge of registration and course scheduling processes.
Ability to make administrative and procedural decisions on sensitive and confidential issues.
Ability to effectively mentor others in technical procedures, techniques, and jobrelated skills.
Demonstrated knowledge of generally accepted accounting principles, procedures, and processes.
Ability to plan, organize, and coordinate multiple projects adhering to fixed deadlines.
Strong interpersonal skills to establish and maintain cooperative working relationships with staff, the general public, external consultants, contractors, and vendors.
Demonstration of accuracy and attention to detail in all tasks.
Ability to understand and comply with University health and safety requirements and all safe work procedures and practices applicable to this position.
Ability to identify and report unsafe acts, workplace hazards, and incidents that result (or could result) in injury, illness, or environmental damage.
Ability to work and encourage othe