Conference and Events Coordinator - Prince George, Canada - University of Northern British Columbia

Description

Posting #24-079CU

Conference and Events Coordinator

Hospitality Services

Term, Full-time

(June 2024 – December 2025)

Purpose

Reporting to the Manager, Hospitality Services, the Conference and Event Coordinator is the principal contact and advisor regarding event logistics and services. They consult with internal and external clients to fulfill event objectives and ensure operational efficiency in the end-to-end booking processes for event space, event services, and guest accommodation reservations.

The Conference and Event Coordinator takes an organized approach to complete duties related to optimizing space occupancy, coordinating service departments to ensure service excellence, and ensuring facilities and services are rendered according to booking confirmations and/or rental agreements.

Responsibilities

Duties include but are not limited to:

Event and Guest Accommodation Services:

•Liaising with clients to determine event and guest accommodation needs while optimizing occupancy and space utilization;

•Utilizing Event Management Software to manage an organized and accurate reservation system;

•Preparing and issuing booking confirmations with service orders, rental agreements with payment and invoicing terms, and collecting liability insurance on behalf of the University;

•Creating customized floor plans that indicate setup components for the safe and efficient execution of special events;

•Stewarding exceptional partnerships by liaising with internal departments, operating partners, and contracted suppliers to ensure services are coordinated and delivered with a high service standard and in a timely and accurate fashion per client requirements (E.g.: Catering, Audio Visual, Safety and Security, Parking, Housing & Residence Life, Janitorial, IT Client Services, Contracts and Supply Chain Management, and Facilities);

•Utilizing registration software to create and manage registration webpage(s), build form(s) for event registrations, collect online payments from attendees, reconcile registration fees, and apply appropriate charges for contracted services;

•Managing service agreements produced with Contract Supply Chain Management for contracted suppliers (e.g.: photography and DJ services);

•Providing event management advice and logistical support to assist clients in achieving successful meetings, events, and conferences held on campus. This can include determining suitability and availability of spaces and services, providing information and guidance on site requirements, recommending services to enhance events, reviewing event budgets, selecting catering menus, providing advice for program and itinerary development, contracting services, reserving guest accommodations on campus, scheduling audio-visual equipment and technical support, managing online registration services, etc;

•Interpreting and communicating policy, procedure, and risk and liability associated with room booking requests; and

•Troubleshooting during events to ensure all requirements are met, rectify problems or issues, and respond to last minute requests.

Business Development:

•Supporting and maintaining high customer service standards which contribute to attracting the campus and external community to University facilities for events and guest accommodations;

•Executing initiatives that will maximize the use of university assets and services, contribute to overall departmental revenues, and create opportunity to help drive incremental revenues for ancillary services;

•Maintaining an accurate database of client accounts to assist in marketing and client communication;

•Developing and accomplishing marketing and sales tactics to promote UNBC Conference & Event Services and Guest Accommodations municipally, provincially, nationally and internationally to potential clients in different industry sectors;

•Building partnerships for joint marketing techniques with local agencies, associations, and other venues to market Prince George and UNBC;

•Preparing recommendations to improve efficiency in the pricing, planning, and delivery of services;

•Leading projects and tasks to support the successful operation and development of the department, such as conducting research, preparing statistics, and writing reports; and

•Maintaining and updating the position procedure manual.

Supervision:

•Recruiting, training, scheduling and supervising part-time student assistants;

•Working in a team environment to troubleshoot and provide leadership to ensure reservation requirements are met by internal departments, contractors, and suppliers; and

•Providing functional direction to co-workers and other UNBC staff in relation to event requirements and guest accommodation reservations.

Qualifications

The successful candidate will possess an undergraduate degree in Business Administration or a relevant field, together with more than three years progressive experience in conference and event management. An equivalent combination of education and experience will be considered.

In addition, the successful candidate will be able to demonstrate the following:

•Extensive experience in the areas of event logistics, event management services, customer service, food and beverage service, supervision, marketing and sales, and understanding event budgets to manage revenue/expenses;

•Ability to understand how events, catering, and guest accommodations can be managed in an academic setting;

•Knowledge of and experience with the food and beverage industry, tourism and hospitality industry, and its service standards and products;

•Experience working in an environment where a high level of reliable and responsive customer service and troubleshooting is required;

•Excellent problem-solving and written/verbal communication skills;

•Experience providing direct supervision to assistants and indirectly supervising numerous staff and contractor;

•Proficiency with event and accommodation reservation software, and event registration software;

•Proficiency with word processing, spreadsheet, email/calendar software;

•Excellent logistics coordination skills, budget management, risk and safety management, and compliance with institutional policies and procedures; and

•Excellent interpersonal and organizational skills and proven leadership skills with an ability to be highly self-motivated.

Salary

This position has been classified at a Grade 11. The annual salary range for this position is $75,511.80 to $78,624.00 and the normal starting salary will be $75,511.80, pro-rated based on length of term.

UNBC offers excellent benefit packages, and employee training and development opportunities. For more details, please see:

Normal hours of work will be 8:00am – 4:00pm, Monday through Friday. However, the position requires flexibility for overtime, evening, and weekend work.

Our Commitment to Diversity and Employment Equity

The University of Northern British Columbia is fully committed to creating and maintaining an equitable, diverse, and inclusive environment that is accessible to all. We are devoted to ensuring a welcoming, safe, and inclusive campus free from harassment, bullying, and discrimination. This commitment is woven into our motto and mission. In the Dakelh language, UNBC's motto 'En Cha Huná translates to "they also live" and means respect for all living things. Through the respect for all living things, we are able to grow and learn better together, each bringing our own unique individual differences and contributions to inspire leaders for tomorrow by influencing the world today.

Employment equity requires that we remove barriers and overcome both direct and indirect discrimination. In this way, the pool of excellent candidates increases substantially. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

About the Community

Since its founding in 1990, the University of Northern British Columbia (UNBC) has emerged as one of Canada's best small research-intensive universities, with a passion for teaching, discovery, people, and the North. UNBC's excellence is derived from community-inspired research, hands-on learning, and alumni who are leading change around the world.

Since time immemorial, Indigenous peoples have walked gently on the diverse traditional territories where the University of Northern British Columbia community is grateful to live, work, learn, and play. We are committed to building and nurturing relationships with Indigenous peoples, we acknowledge their traditional lands, and we thank them for their hospitality. UNBC's largest campus in Prince George is located on the traditional unceded territory of the Lheidli T'enneh, in the spectacular landscape near the geographic centre of beautiful British Columbia.

UNBC consistently ranks in the top three in its category in the annual Maclean's university rankings. UNBC also recently placed among the top five per cent of higher education institutions worldwide by the Times Higher Education World University Rankings.

With a diverse student population, the University is friendly, inclusive, and supportive. Prince George is a city of ~80,000 people with impressive cultural, educational, and recreational amenities. For more information about living and working in Prince George, please refer to and Make your mark with this leading post-secondary institution.

To Apply

The University of Northern British Columbia is committed to employment equity and encourages applications from the four designated groups (women, Indigenous peoples, persons with disabilities, and members of visible minorities) as well as the 2SLGBTQ+ communities and individuals with intersectional identities.

Persons with disabilities, who anticipate needing accommodation for any part of the application and hiring process, may contact UNBC Health & Wellbeing at Any personal information provided will be maintained in confidence.

Internal applicants from CUPE Local 3799 will be given priority consideration.

Please forward your resume, cover letter and proof of education (e.g. copy of transcripts or copy of degree/diploma) and include the competition number #24-079CU in the subject line to:

Human Resources, University of Northern British Columbia,

3333 University Way, Prince George, BC, V2N 4Z9

Email submissions:

Inquiries:

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. We thank all applicants for their interest in UNBC however, only those applicants selected for further consideration will be contacted.

Applications will be accepted until 4:30PM on June 4, 2024.