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Booking & Finance Coordinator

3 months ago

Ottawa, Ontario, Canada Carleton University Full time
Duties and Responsibilities:


Reporting to the Assistant Director, Conference Services, the Booking and Finance Coordinator is responsible for the financial administration, internal technology support and maintenance, and responding to enquiries for meeting and event space and event equipment managed by the Department of Conference Services.

The incumbent is responsible for supporting technological setup for client requests, departmental financial responsibilities, and responding to clients seeking information about facilities, availability of space, and rules and regulations regarding facility usage.

The incumbent works with the Conference Services team to meet event related needs of clients and generates event cost estimates and contracts.


Specifically, the incumbent's administrative and financial duties include: tracking and processing expenditures; processing deposits and final payments; establishing and maintaining financial records; budget preparation; maintaining good working relationships with Conference Services' partners and financial offices.

The incumbent also provides Conference Services' partners with key reports used in logistical and financial planning.


Due to the nature of the position, shift flexibility may be required including early morning, weekend and evening work in varying shifts as scheduled according to business demands.

Qualifications:

The incumbent must possess the following qualifications:

  • Ability to work effectively under pressure of high volume in a complex environment with many competing deadlines. Time management abilities and attention to detail are essential.
  • Excellent organizational skills and the ability to solve logistical problems.
  • Strong interpersonal and negotiation skills are necessary to interact with administration at all levels, as well as the general public.
  • A proven ability to elicit and foster trust, develop positive working relationships and work effectively with other professionals.
  • A high degree of independence, allowing for initiatives to develop flexibly, quickly and appropriately.
  • Ability to exercise discretion, good judgement, and solid decision-making.
  • Exceptional business writing skills including appropriate formatting, correct use of grammar and spelling.
  • Skill in financial administration and ability to work accurately with numbers and other data.
  • The incumbent must exhibit flexibility and demonstrate the ability to adapt workflow and processes to meet organizational needs.
  • The incumbent must be capable of working independently and effectively with a variety of complex duties and people in an environment where interruptions are constant.
  • The duties of this position require advanced competency in computer skills, including intermediate ability with Google Suite, Microsoft Office, StarRez, Banner, Chase Paymentech and publishing software. Required to remain up to date with constantly evolving technology.

Technical skills required:
basic understanding of SQL and reporting.

  • The incumbent must be able to complete a wide range of duties in parallel, exercising good judgement in setting priorities and managing competing deadlines.
  • The incumbent must possess office administration skills with the ability to multi-task a demanding workload and work creatively and independently employing excellent organizational skills.
  • Due to the nature of the position, shift flexibility may be required including early morning, weekend and evening work in varying shifts as scheduled according to business demands.
Education and Experience:
The above is normally acquired through the completion of:

  • Completion of a three year university degree. A preference would be given for those who have studied business operations, marketing, finance, or related field.
  • Minimum of four years of progressively responsible work experience in business operations, marketing, or business or finance administration. Experience with database management and software required. Financial experience required.
HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications.

Please note that applicants may be required to complete an employment test as part of the selection process for this position.

Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements.

Arrangements will be made to accommodate your request in a timely manner.

Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength.

We welcome those who would contribute to the further diversification of our University including, but not limited to:

women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.