Student Events Assistant

1 week ago

Burnaby, Canada Simon Fraser Student Society Full time

Internal/External
Student Events Assistant
(Temporary, Part-Time)
The Simon Fraser Student Society (SFSS) is a not-for-profit organization that represents all Undergraduate Students at Simon Fraser University (SFU). The SFSS provides our members with a broad range of advocacy work, services, and events. The vision of the SFSS is students thriving everywhere and is realized through our support of students to reach their full potential
- by providing resources and services that represent, connect and benefit our membership.
This is a temporary, student, part-time (up to 28 hours weekly) contract position and is included in the Canadian Union of Public Employees (CUPE) Local 3338-5 at a wage rate of $20.29 per hour with additional benefits as defined in the Collective Agreement.
**Description**: Event Bookings is primarily responsible for working collaboratively with the SFSS and its members, including clubs, student unions, to assist with new events and ensure plans are confirmed with the requested catering, facilities, floor plans, audio visual equipment, and resources. This individual will professionally liase with SFSS and SFU staff to ensure that all booking details are finalized for new and ongoing student events.
**Working Relationship/Reporting Structure**: Event Bookings Assistant reports to and takes direction from the MSC - Student Group Events and the Operations Organizer. The Events Bookings Assistant works closely with Member Services Coordinators (MSCs) and SFSS staff.
**Goal**: The Event Bookings Assistant is mainly responsible for assisting with administrating bookings for the SFSS Clubs and DSUs in SFU Burnaby and Vancouver spaces.
Duties & Responsibilities
Club & DSU Booking Support
- Provides assistant-level administrative support for room and event bookings in SFU Burnaby and Vancouver spaces
- Assists with submitting space booking system requests, ensuring they align with approvals from the MSC - Student Events or designated supervisors, and any future processes relating to meeting and events by Clubs and DSUs
- Provides on site support for student led events on SFU Burnaby Campus when necessary
- Processes MECS, Recreation, facilities, and SFU AV service requests for event bookings
- Reviews event plans, invoices, and debit statements for accuracy and alignment with approved booking details
- Completes other departmental administrative tasks as assigned, including general support for SFSS Student Centre services

Skills & Experience
- Grade 12 diploma required (post-secondary diploma in a related field is an asset)
- Excellent Intermediate computer computing skills - competency in use of GSuite and Microsoft Office Suite products required
- Event planning experience (an asset)
- Able to work independently or in a team with a firm understanding of SFSS and student culture (required)
- Highly organized and able to meet demands on time
- Strong interpersonal skills by being proactive in maintaining organizational communications and working relationships
- Able to problem solve and is adaptable in changing environments and circumstances
- Takes leadership and initiative in unforeseen situations with other staff and stakeholders
- Detail-oriented individual with a logístical mindset

This position is a temporary role with an end date of April 30th, 2025 with a possibility of an extension. *
Please send your cover letter and resume as PDF files in Collage. Applications must be received no later than 6:00 pm (PST) on December 4th, 2024. Applicants must be available to work during regular office hours (9:00 am - 4:30 pm) from Monday to Friday.

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