Service Administrator

Posting #24-147CU

Service Administrator

Hospitality Services Term, Full time

(August 2024 to December 2025)

Purpose

Reporting to the Manager, Hospitality Services, the Service Administrator will maintain, adapt, and improve the administrative and financial systems to support the Hospitality Services operations. This position assists the Event Coordinator(s) with tasks related to event coordination, guest accommodations and food services. In addition, they will liaise with other University departments and contractors to organize and confirm details pertaining to the provision of services. The Service Administrator is integral to the day-to-day operations of Hospitality Services.

Responsibilities

Duties include but are not limited to:

•Timely and accurate tracking, monitoring, and maintenance of all financial records. Administering accounting processes: recording of revenues, expenses, assets and liabilities, preparing itemized invoices for clients and events, monitoring and tracking receivables, and generating collection letters for clients who have outstanding accounts;

•Entering department specific data in spreadsheets, databases, and forms using MS Office Suite and Banner, including monthly financial journaling, daily deposits, reconciling credit card statements, preparing cost summary sheets for approval, completing cheque requisitions and purchase orders, and processing travel or other expense claims;

•Supporting revenue generating initiatives by providing exceptional front-line service, responding to inquiries, troubleshooting, and liaising with external organizations and contractors;

•Monitoring and responding to room booking requests for UNBC community members while comprehending and adhering to policy/procedures and processes. Utilizing room booking software (Event Management System) while maintaining a high degree of organization and accurate data entry;

•Assisting the Event Coordinators with tasks related to events and guest accommodations, such as: processing deposits and payments, acquiring supplies, monitoring set up, catering, and audio visual equipment;

•Providing responses and advice to inquiries from management, faculty, staff, students, the public, and other internal and external contacts with a level of institutional awareness to respond with a professional and informative approach;

•Administering conference management services such as creating and processing registrations/payments/confirmations, preparing delegate lists and nametags within registration software, developing delegate conference kits, and assisting with other event requirements as needed;

•Assisting the Manager with tasks related to Food Service operations, such as: maintaining electronic files and databases, producing spreadsheets, comprehending and communicating terms and conditions, and liaising with internal departments and contractors;

•Updating marketing and promotional materials, as well as website content; and

•Ensuring the success of UNBC Hospitality Services by liaising with internal departments and service providers such as: Facilities Department, Food Services/Catering, IT Client Services, Copy Services, Bookstore, Office of the Registrar-Scheduling, Finance Department, Janitorial, Parking, Security, etc.

Qualifications

The successful candidate must possess a two-year certificate/diploma in Business Administration or Hospitality and Tourism, together with a minimum of 3 years related work experience, preferably in the Post-Secondary sector or Hospitality and Tourism industry.

Completion of accounting and/or bookkeeping courses is strongly desired. Previous experience with fund accounting and reporting is an asset.

Experience using Event Management System (EMS) and Registration software is an asset.

The candidate must be proficient in the use of MS Office Suite including Word/Excel/Outlook/Teams. Exceptional interpersonal skills are necessary with demonstrated proficiencies in written and verbal communication skills and the ability to solve problems to ensure customer satisfaction is balanced with departmental success.

The ability to work independently and demonstrate initiative in a busy and sometimes stressful environment is critical, with the flexibility to assist where needed and work as an active team member. It is critical to exercise good judgment and diplomacy, deal effectively and professionally with staff and faculty, management, students, and the public. The successful incumbent will possess strong analytical skills and demonstrate the ability to find effective solutions to organize their time and meet challenges.

An equivalent combination of education and experience will be considered.

Salary

This position has been classified at a Grade 7. The annual salary range for this position is $62,644.40 to $65,228.80 and the normal starting salary will be $62,644.40, 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 8:30am – 4:30pm, Monday through Friday. However, the position requires flexibility for possible 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 and proof of education (e.g. copy of transcripts or copy of degree/diploma) and include the competition number #24-147CU 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 Aug 12, 2024.