Intermediate Coordinator, Event Management

University of Ottawa

2d

About The Position

Are you energized by variety and thrive in roles where no two days are the same? Are you passionate about organization, logistics, and creating smooth experiences for others? This position offers a unique opportunity to combine administrative coordination with event planning in a student-focused setting. Join a collaborative team where your attention to detail and problem-solving skills will help support meaningful campus events for the university community. 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

Requirements

• Knowledge of administration and accounting principles normally acquired through postsecondary education or equivalent experience
• Minimum 3 years of demonstrated experience in a similar role
• Bilingualism – French and English (spoken and written)
• Experience in interpreting, explaining and applying policies and procedures
• 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
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail

Nice To Haves

• Knowledge of University of Ottawa policies and procedures as well as its structure and governance; an asset

Responsibilities

• 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.
• Assist with catering orders for internal, student and external community.
• Manages the admission and registration procedures for all of the SFUO clubs and Faculty Association with VEMS. Evaluates and assures client services.
• 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).
• 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.
• Keep EMS up to date with accurate information. Provide various simple to moderately-complex reports, on a scheduled as well as ad-hoc basis to support ongoing operations and strategic planning.
• Maintain an effective filing and records management system to ensure that complete and accurate documentation is available for future reference or audit purposes.
• Write and maintain procedure manuals for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
• 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.

Benefits

• The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees