Lead Coordinator, Event Management
7 days ago
Apply locations Ottawa, ON Main Campus time type Full time posted on Posted 2 Days Ago job requisition id JR14054 Follow us on LinkedIn
Employee Duration in Months (for fixed-term jobs):
Event Management # of
Open Positions:
1 Faculty/Service - Department:
Student Affairs, Client Relations, Reservations &
Conventions Campus:
Main Campus Union Affiliation:
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.
conferences, meetings, symposiums, seminars; 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.
Validate 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), layout and set-up of facilities, housekeeping, prices, etc., and conduct appropriate tours of the University's facilities with the customer.
Reserve rooms and ensure 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 client and/or committee in person or by phone to ensure event objectives and details are met, as well as 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 consideration the customer's budget and the potential revenue generated by the event.
Draft and inform the customer of the terms and conditions of the contract, discuss them with the customer and ensure that they are signed and paid within the required timeframe.
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-solving 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.Check customer satisfaction after the event and deal with any complaints. Sell the University's facilities to potential customers, complete requests for quotations.
Is responsible for the financial file of each customer, 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, audio-visual, etc., Keep abreast of all internal factors influencing your business:
physical renovations, new spaces, new services, new parking facilities, etc.
Post-secondary degree in event management and fundraising, or equivalent combination of experience and education.
A sense of independent action, organization and advanced planning. Experience in event management.
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.
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 on evenings and weekends.
Planning:
Organize in time a series of actions or events in order to realize an objective or a project
Client Service Orientation:
Help or serve others to meet their needs. The University of Ottawa embraces diversity and inclusion in the workplace.
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 also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes.
Applicants with disabilities may contact .however, Canadians and permanent residents will be given priority.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.
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