Lead Coordinator, Event Management

Lead Coordinator, Event Management page is loaded Lead Coordinator, Event Management Apply locations Ottawa, ON Main Campus time type Full time posted on Posted 3 Days Ago job requisition id JR11996 Follow us on LinkedIn Job Type:EmployeeDuration in Months(for fixed-term jobs):N/AJob Family:Event Management# of Open Positions:1Faculty/Service - Department:Student Affairs, Client Relations, Reservations & ConventionsCampus:Main CampusUnion Affiliation:SSUODate Posted:April 18, 2024Closing Date:April 29, 2024 Note : Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above Hours per week:35Salary Grade:SSUO Grade 09Salary Range:$67,783.00 - $85,623.00About Student Affairs :Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enroll for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events and varsity sports activities, we run an innovative career development and experiential learning program and much more!There's nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do. Position purpose: Under the supervision of the Manager, Conventions and Reservations, coordinates and facilitates the organization of conventions and reservations; conferences, meetings, symposiums, seminars; assists and advises customers in the organization of their activities; makes space and service reservations; sells and promotes the University's services and facilities; supervises the running of major events; manages conflicts and complaints and administers the inherent administrative and financial documentation. The Coordinating Officer's mandate is to ensure that customers benefit from quality services, and to maximize the profitability and use of facilities and services rendered.This position requires a high degree of judgment to deal with non-standard, stressful, time-sensitive, high-visibility events with special functions, such as high-profile conferences, alumni events, official visits by dignitaries, Open House, Orientation Week, workshops or retreats, or any other type of event.  In this role, your responsibilities will include: Event coordinationValidate the customer's authenticity and the nature of the activities, which means gathering and detailing the customer's specific needs: indoor and/or outdoor spaces (halls, terraces, etc.) food requirements, bar service, logistical needs (table reservations, tablecloths, skirts and tents), technical support, parking and protection, necessary equipment (audiovisual or other), site layout and set-up of facilities, housekeeping, prices, etc., and conduct appropriate tours of the University's facilities with the customer.Make room reservations and ensure that there are no scheduling conflicts with other events, as well as identify and coordinate University services such as Building Services, Protection and Parking, Audiovisual and Multi-Media Services and other services required for the event, as well as external suppliers (Party Time, Confortable, Labelle Tente, etc.).Meet with the client and/or committee in person or by telephone to ensure that event objectives and details are met, and to organize, participate in and coordinate meetings with service providers (internal and external) and clients, both on and off campus.Draw up cost estimates: obtain all necessary information (availability of facilities), taking into account the customer's budget and the potential revenue generated by the event.Draft the terms and conditions of the contract and inform the customer, discuss them with the customer and ensure that they are signed and paid within the required deadlines. Receive initial payments for all unbilled, prepaid activities, account for them and forward them to the Finance Department with supporting documents, ensuring compliance with University regulations and procedures.Oversee the running of the event, be present during the set-up of the venue, the installation of equipment and coordinate its set-up, while being available for any problem resolution that may arise in connection with a number of factors such as equipment, modifications to the room layout, etc. Remain fully available to the customer by cell phone or other means, both evenings and weekends.Verify customer satisfaction after the event and deal with all complaints. Intervene with suppliers to this effect. Negotiate discounts and rebates as required.Promotion and MarketingSell the University's facilities to potential customers, complete requests for quotations.Administration and FinanceIs responsible for the financial file of each client, determining the appropriate expense accounts, approving external invoices, accounting for them and preparing the billing file. Follows up on accounts payable with various suppliers for equipment, catering, audiovisual, etc., and ensures that they are accurate, reflect services rendered and are paid. What you will bring: Post-secondary degree in event management and fundraising, or equivalent combination of experience and education.A sense of independent action, organization and advanced planning. Ability to coordinate multiple tasks simultaneously and adapt to change quickly.Ability to deal with a variety of stakeholders, to work in a team, under pressure and to meet strict deadlines.Knowledge and experience in negotiation, problem-solving and decision-making in ambiguous and complex situations.Experience in event management.Good judgment and attention to detail.Experience with computer software and systems, such as SIS, EMS, spreadsheets, databases, word processing, e-mail and Internet use.Ability to work under pressure with minimal supervision, demonstrating critical judgment and sound management of time and priorities.Excellent interpersonal skills and ability to maintain business relationships with internal and external customers.Ability to communicate skillfully verbally and in writing in both official languages. Is available to work outside normal working hours due to events that may take place evenings and weekends.Key Competencies at uOttawa:Here are the required competencies for all or our employees at uOttawa: Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 - Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts. Similar Jobs (1) Lead Coordinator, Event Management locations 2 Locations time type Full time posted on Posted 3 Days Ago The University of Ottawa is a dynamic community of students, professionals and academics pursuing great things. Our vision for the university of tomorrow is one that reflects the diversity of our people, their ideas and their lived experiences. We believe in the power of representation and in increasing the diversity of our faculty and staff to support this objective.We're committed to an inclusive workplace that acknowledges and celebrates all voices, fosters personal and professional development and challenges you to reach new heights.Health and WellnessJoin a vibrant community that puts your health and wellness first. With mental health workshops, counselling resources, meetings on the move, and countless fitness resources, you'll have everything you need to find balance in your life. Programs and resources designed with you in mind.Introduce yourselfDidn't find a job but still interested in exploring a future career with us? Share your information with us so that we can keep you in mind!

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