Event Coordinator

7 months ago

Peterborough, Canada Trent University Full time

**Job Purpose**

Under the supervision of the Director of Conference and Hospitality Services, the Event Coordinator (Conference Accommodation & Enrichment Programs) bears primary responsibility for the general oversight of summer accommodations and front desk operations, as well as the in depth knowledge and use of related Software as they pertain to these areas of operations. This position is also the lead Event Coordinator for Enrichment program, as well as staff training on relevant software.

The position shares responsibility for hiring, training and supervision of student staff, for executing event planning and support services for assigned events, for ensuring that they meet client needs and expectations, for supervising events and programs during all operating hours (including evening and weekends), and for completion and tracking of finances and other paperwork regarding assigned events. The position also assists with sales and marketing for the department.

**Key Activities**
- **Event Coordination**:_
- Generates contracts for assigned events for Director and client signature, which may include day meetings, weddings, overnight conferences/bar events or pub special events.
- Coordinates with clients and internal departments for assigned events and enrichment programs for the arrangement and confirmation of accommodations, classrooms and other facilities.
- Coordinates with clients, internal departments and external providers for assigned events the arrangement and confirmation of all event services such as registration, food and beverage, parking, audio visual and signage.
- Ensures proper staff levels provided for assigned events.
- Assists with online registration for assigned events by creating registration forms and tracking registrations and generating reports.
- Communicates with Administrative Assistant to ensure Enrichment registration program is setup with appropriate information
- Ensures insurance coverage is provided by the client for assigned events or arranges for same through the University.
- Assists with event setups as required.
- Responsible for onsite supervision of events throughout the year, including evening and weekend scheduling, as required.
- Is the designated primary Event Coordinator responsible for general oversight of Enrichment Program
- Sends requests for instructors to submit courses for enrichment and provides those to Administrative assistant for data entry
- Reviews registrations and payments and generate reports utilizing Enrichment Program registration software
- **Summer Accommodations**:_
- Ensures efficient setup and operation of summer front desk for check in and out of guests and taking reservations and payments for accommodation.
- Provides support to front desk student staff, as needed.
- Ensures the tracking and inventory residence keys and building access cards is done on a regular basis and reports any issues to Director or Locksmith as required. Director is designated authority.
- In consulation with Director assigns residence room blocks to groups based on departmental bookings and cleaning requirements.
- Maintains and tracks appropriate bed linen and bedroom supplies inventory to meet the needs of departmental bookings.
- Ensures student staff complete all room checks on a regular basis and that any issues are reported, as required.
- Coordinates with Caretaking Supervisors for daily, weekly and monthly cleaning requirements of residence from May to August to meet the needs of the department.
- Ensures any issues related to residence from May to August are tracked and reported on a regular basis.
- Confirms appropriate accommodations for assigned May to August events.
- Sends rooming lists for assigned events to event organizers to complete.
- Submits completed rooming lists for assigned events to front desk for data entry and preparation for check-in.
- Reviews reservation requests regularly and ensures staff have followed up.
- Ensures staff are aware of rooms available for non-group bookings.
- Ensures any online accommodation booking allocations are up to date.
- Primary responsibility for Accommodation/Event software management i.e Starrez by Ensuring event information (accommodation, room bookings, summer accommodation access cards, and online registration) is entered and updated for assigned events using Conference, Enterprise and Axiom software.
- **Student Staff/Human Resources**:_
- Primary responsibility for Hiring, supervising and training student staff for Accommodation and Enrichment positions by creating and posting job descriptions, conducting interviews, completing employment contracts, and training.
- Schedules appropriate student staff for assigned events and programs.
- Assists with ensuring student staff hours are recorded properly for payroll completion and budget tracking.
- Provides on call support to student staff as events required, primarily from May to August, and as required for other events.
- Trains student staff

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