Events Coordinator

2 weeks ago

Toronto, Canada Victoria University Full time

Union (USW Local 1998) Job Opportunity - Ancillary Services

**Posting Date**: May 10, 2023

**Closing Date**: May 17, 2023

**Position Title**: Events Coordinator

**Department**: Events and Space Management, Ancillary Services

**Pay Scale Group**: USW Pay Band 9

**Salary Range**: $57,103 - $73,024

**Type of Appointment**: Term Contract (6 Months)

**Position Summary**:
Under the general supervision of the Manager, Events Victoria, and as a member of a highly service oriented team, the Event Coordinator executes all aspects of event plans on campus. In particular, the Coordinator plans event details for a wide variety of internal and external events.
The incumbent is required to manage the planning for numerous events and occasions simultaneously. He/she is also responsible for handling post-event follow-up (customer surveys) including written event analysis, and support with recommendations to the Events Victoria Manager. The incumbent will work within the Events Victoria office in the organizing and planning of Victoria University events and general departmental projects as required.

**Duties**:
Events Coordination
- Act as point of contact for assigned internal clients and external inquiries to Events Victoria, responding promptly to customers in a professional, accurate, and efficient manner either providing or identifying the appropriate service.
- Coordinate and maintain project timelines, priorities, and critical paths event business.
- Responsible for the successful booking and coordination of events on campus
- Facilitate and provide event information including, catering and audio visual options, including to accommodate site visits when requested
- Provide advice, and estimates for the rental of our spaces for events and meetings.
- Advise on viability of special needs or requests.
- Send confirmations, invoices, and/or contracts and deposit information to clients, collect payments, reconcile and follow up on accounts
- Post event follow up with the client, including and sharing post event survey for populating
- Train, schedule and oversee of Event Set Up Team

Communication
- Meet with Food Service, Conference, and Housekeeping representatives on a weekly basis to review upcoming Special Functions and Events
- Ensure that detailed information concerning rooms to be booked, work orders required, audiovisual equipment necessary etc. has been communicated to and received by the appropriate ancillary service(s)
- Ensure that any changes are communicated promptly to various internal departments
- Meet with the representatives from Infrastructure and Sustainability, Food Service Manager and Housekeeping Manager or lead hand, before any of the more complicated functions, festivals or events to review any special concerns or needs, and provide client contact information to ensure client satisfaction
- Communicate details of special events to the Victoria community via Special Events Calendar or similar vehicle
- Ensure that Security personnel are aware of events on campus, through booking process
- Contribute to the successful operation of ancillary services by constant communication with internal clients, Ancillary Managers, Internal department leads, University officers and other members of the administration

Other duties related to the business of the University as required.

**Qualifications Required**:
**Education**:
University degree or equivalent combination of education and experience.

**Experience**:
3 years related experience in full event coordination (rentals, menus, staffing, and set up guidelines), and execution including the responsibility to direct the activities of others; Smart Serve Certification; training in first aid; knowledge of various software and data management information systems.

**Skills**:
Strong communication skills (written and verbal), problem solving, sound judgment, tact, diplomacy, confidentiality and positivity, analytical and organizational skills, prioritize tasks and recognize the need for agility, meet strict deadlines, give attention to detail. Ability to manage obstacles in a team environment, providing mentorship as well as have the ability to learn. Knowledge of the Victoria University and the University of Toronto environment is an asset.

**To Apply**:
Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.

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