Visitor and Events Liaison

3 weeks ago

Kingston, Canada Queen's University Full time

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
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Job Summary
Reporting to the Director and Curator, with a dotted reporting line to the Associate Director/Chief Curator, the Visitor and Events Liaison receives daily work direction from the Administration and Operations Coordinator. The Visitor and Events Liaison is responsible for overseeing the smooth operation of public spaces at the Agnes Etherington Art Centre (Agnes) and monitoring exhibition spaces during public hours. The incumbent ensures a welcoming, inclusive experience for all visitors, staff, patrons, and volunteers by establishing and maintaining a high standard of professional service and presentation of Agnes.

The Visitor and Events Liaison books and tracks external special events requests and facility bookings. The Visitor and Events Liaison provides administrative and logístical assistance in the booking, planning, and implementation of standard and sponsored events at Agnes. The position works collaboratively with other Agnes team members including but not limited to casual events staff, Administration and Operations Coordinator, Communications Coordinator, Program Coordinator, as well as acts as first point of contact for external groups, organizations, and individuals interested in hosting events in Agnes’s rental facilities.

The schedule for this position requires the incumbent to work variable hours on occasion, according to operational needs.
**Job Description**:
**KEY RESPONSIBILITIES**:
**GALLERY RECEPTION**:

- Ensures smooth operations of the Agnes Etherington Art Centre with respect to the visitor experience. With the guidance of the Administration and Operations Coordinator and in collaboration with other appropriate staff, monitors the gallery front of house, ensuring compliance with safety protocols.
- Monitors casual, front of house staff through training, scheduling, directing, evaluating, and delegating of duties as necessary.
- Assigns work and oversees its completion. Coordinates and monitors the day-to-day workflow of casual, front of house staff.
- Monitors Agnes’s galleries, art exhibitions and art display conditions and reports current and emerging issues to senior staff and Campus Security, including making recommendations for improving facility safety and visitor experience and engagement.
- Monitors casual staff attendance and submits bi-weekly time sheets to the Financial Coordinator.
- Ensures the safety of patrons, volunteers, and staff through the proper implementation of emergency procedures. Participates in Agnes’s safety and emergency communications protocols.
- Acts as first point of contact for in person visitor inquiries and/or complaints and directs them to the appropriate staff.
- Oversees reception desk operation including timely and effective communication and notifications to the public, and between visitors and staff as required.
- Acts as the liaison for administrative shipping and receiving.
- Compiles reports such as monthly attendance statistics, daily cash reports.
- Oversees reception desk cash sales and donations receipts.
- Fulfills additional administrative duties as required.

**EVENTS**:

- Acts as Agnes’s liaison for events initiated by external requests and organized by external individuals or groups; provides support for partnership or sponsored events, per Agnes’s Events and Programs Management Policy.
- Receives or initiates event bookings, obtains a clear idea of the nature of the event and assesses event needs.
- Provides guidance and direction for external groups filling out Agnes’s Facility Rental Request Form. This includes supporting requests for revenue-generating facility rentals by answering questions regarding the schedule of fees, capacity limits, and other processes documented in Agnes’s Special Events Contracts.
- Provides quotes (space and equipment rental and staffing) or Fee Waiver Request forms (if applicable) and refers organizer to Queen’s Event Services (QES), acting as Agnes’s point of contact for QES. Develops Space Agreement Contracts or QES booking forms depending on the nature of the event.
- Ensures event bookings are consistent with the terms of facility use and Agnes’s security protocols.
- Tracks and coordinates facility bookings by scheduling Agnes’s approved rental spaces using Agnes’s Microsoft Outlook Calendar.
- Assists Administration and Operations Coordinator with establishing event parameters (including event hours and staffing needs), scheduling events staff, preparing costs to be included in an event quote and covered by the event organ

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