Booking Coordinator - Campus Events

Date Posted: 12/17/2024
Req ID: 40723
Faculty/Division: Operations and Real Estate Partnerships
Department: Campus Events
Campus: St. George (Downtown Toronto)
Position Number: #

Description:

About us:

Campus Events provides leadership, direction, expertise and advice in event production to the University community and external stakeholders, with emphasis on high standards for customer service, attention to detail and quality. Campus Events manages and facilitates a broad portfolio of activities including 25,000+ space bookings annually, including all internal, Recognized Student Groups, and external requests for all spaces in the central room inventory across the St. George Campus. Campus Events also offers a concierge service to support high production virtual and hybrid events. With a population on the St. George campus of approximately 80,000 people engaged in a variety of diverse activities, Campus Events provides a focal point to assess and ensure a variety of high profile and other events can be successfully executed while ensuring that the activities related to the purpose of the University - namely academic instruction and research - can proceed without disruption.

Your opportunity:

Reporting to the Manager, Campus Events, the Campus Events Booking Coordinator is an integral part of the campus events unit at the university's newest building, the Schwartz Reisman Innovation Campus. The demand for campus events services is extremely high, so while the position is fast-paced, there is tremendous support from a highly collaborative and dynamic team.

Your responsibilities will include:

1. Determining logistical details for space rentals.
2. Matching space requirements to client needs.
3. Booking meeting space and rooms that meet client needs and referring complex bookings to senior staff.
4. Disseminating client requirements and booking information to internal and external contacts in a timely manner.
5. Analyzing processes and recommending changes for more efficient coordination of operations.
6. Ensuring contracts and agreements are consistent with University standards and guidelines.
7. Overseeing the implementation of venue setup, event execution, and teardown.
8. Supporting senior staff with day-to-day event and meeting room duties.

Essential Qualifications:

1. Bachelor's Degree or acceptable combination of equivalent experience.
2. Minimum three years of recent and related experience with institutional space rentals and management, and room booking operations or similar logistical scheduling experience.
3. Experience serving as the first point of contact in a large and diverse environment responding to inquiries.
4. Experience reviewing and processing room and facilities requests for classroom and auditorium bookings.
5. Experience with room access priorities, room features, and constraints.
6. Experience with expense tracking, processing, and issuing invoices.
7. Experience identifying and recommending space, furniture, and equipment needs for bookings.
8. Experience with coordinating commercial filming including making recommendations and bookings for film locations and providing logistical support.
9. Strong computer skills including the use of word processing, database management, spreadsheet, and email software as well as ability to adapt to and learn new technologies.
10. Advanced skills and ability to operate audio-visual equipment (e.g., projectors, TVs) and general office equipment (e.g., scanner/photocopier).
11. Excellent interpersonal skills and a strong customer service orientation are a necessity.
12. Intermediate skills with FIS and HRIS systems or similar SAP systems.
13. Strong abilities to manage time-sensitive bookings and competing deadlines.
14. Must possess excellent critical thinking, judgment, problem-solving, and verbal and written communication skills.

Assets (Nonessential):

1. Familiarity with the University’s organizational structure.
2. Proven ability to organize and handle a variety of duties, deadlines, and schedules simultaneously under minimal supervision.

To be successful in this role you will be:

1. Approachable
2. Communicator
3. Cooperative
4. Insightful
5. Problem solver

Please note:

The University is closed from December 24, 2024 to January 3, 2025 inclusive. Applications will be reviewed when the University reopens in January.

Closing Date: 01/13/2025, 11:59 PM ET
Employee Group: USW
Appointment Type: Ancillary Operations
Schedule: Full-Time, Regular weekend schedule
Pay Scale Group & Hiring Zone:

USW Pay Band 10 -- $70,844 with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Facilities/Ancillary Services

Lived Experience Statement:
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged, and their lived experience shall be taken into consideration as applicable to the posted position.