Coordinator, Facility

The hours for this position will typically be regular business hours, however regular flexibility will be needed to support early morning or evening operations. Work during evenings and weekends will be required to support events hosted at UBC Aquatic Centre. This position reports to the Senior Manager, Programs & Operations. **Organizational Status** Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 150 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community. **Work Performed*** Creates and develops rental contracts in registration and booking system, and collects rental payments.* Responsible for cash and bill collection for rentals and bookings for both contracted and non-contracted users.* Manages and strategically maintains facility calendars and schedules for assigned facilities and spaces with confirmed external bookings and works with programmers to ensure maximum profitability, customer service, efficient facility usage and booking accuracy.* Develop and implement communication protocols and operating procedures for events through the coordination of event plans, information, vendors, suppliers, and daily run sheets for events.* Supervise, direct and coordinate the work of vendors, staff and contractors during the facility conversions, event operational times including load in and load out.* Oversees and ensures bookings are delivered with exceptional service, and all requirements are fulfilled.* Provides facility site visits, tours and surveys, quotes and other related documents to potential renters and clients.* Organizes private booking requests for rental equipment including collection and return of deposits, contracts, insurance, and other requirements.* Provides pre-event and onsite liaising across all assigned venues and events with clients, contractors and event staff and working closely with internal and external groups to ensure that event goals and objectives are met.* Provide event related training and orientations for all non-UBC staff working in the facility.* In collaboration with the Senior Manager, Programs & Operations, develops, implements, monitors, and evaluates departmental policies and procedures.* Provides support for projects and initiatives managed by Athletics and Recreation as required.* Plays an active role in furthering A&R's vision and values through facility and staffing initiatives.* Maintains fiscal accountability, prepares budgets, and reconciles all assigned accounts on a monthly basis.* Implements the UBC Aquatic Centre's marketing and promotion initiatives.* Attends meetings, staff training retreats and completes other tasks and duties as necessary.If any part or portion of this person's duties is neglected, severe consequences will be felt not only by the program itself, but potentially, also by participants and patrons of the facility. The improper execution of details associated with the management of the venues could result in a tarnished program and university image. **Supervision Received** The Senior Manager, Programs & Operations, provides guidance and direction to the position, but the execution and decision making of the responsibilities are solely that of the Facility and Operations Coordinator. Due to the magnitude of the program, staff are empowered to execute their responsibilities and work independently. **Supervision Given** Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating the Front Desk Attendant student-staff and if required, administrative staff. **Minimum Qualifications** Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience. - Willingness to respect diverse perspectives, including perspectives in conflict with one’s own* A degree in Business, Public Administration, Human Resources, is preferred.* Strong leadership, organizational, planning and time management skills are required.* Strong financial and accounting skills are required.* Effective verbal and written communication skills.* Demonstrated accuracy and strong attention to detail.* Demonstrated skills and competencies in planning, organization, and project management; leadership; coaching and facilitation; and customer service.* Ability to manage organizational changes, anticipate future events, and determine service delivery alternatives to ensure an efficient use of resources.* Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.* Experience working with live entertainment, event production and event management procedures is an preferred.* Ability to exercise initiative, tact and diplomacy.* Demonstrated self-starter and ability to be innovative, flexible and entrepreneurial.* Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job.* Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve.* Ability to carry out negotiations and interest-based conflict resolution.* Demonstrated ability to build partnerships and alliances with peers, business communities, association partners and staff.* Strong computers skills essential including working knowledge of Microsoft Office Suite including SharePoint at an advanced level,* Experience with PerfectMind or Class is an asset.* Must possess a full Class 5 driver's license.* Excellent oral and written communication skills and experience with copywriting is an asset.* Able to lift or move heavy objects of approximately 50lbs.
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