Conference Coordinator

3 weeks ago

Halifax, Canada Dalhousie - Event & Conference Services Full time

**Position Title** Conference Coordinator
**Department/Unit **AVP Ancillary Services
**Location** Halifax, Nova Scotia, Canada
**Posting Number **S158-23
**Employee Group** NSGEU Local 77
**Position Type** Regular, On-Going
**Duration of Contract (if applicable)**
**Employment Type **Full Time
**Full-time Equivalency (FTE)** 1
**Salary** $23.70 - $30.06 per hour ($43,142- $54,716 per annum, 35 hours per week)
**Classification** C5

**Provisional Statement**
This is a provisional classification. Formal classification procedures will be initiated by the Job Design Unit in approximately six months.

**About Dalhousie University**
Dalhousie University is Atlantic Canada's leading research-intensive university and a driver of the region's intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

**Job Summary**
Ancillary Services delivers services to students as well as to the greater Dalhousie and business community including: on-campus residence, food services, university bookstores, conference services, off-campus housing listing service, and university ID (DalCard) among others. Reporting to the Assistant Director, Event & Conference Services, the Conference Coordinator is responsible for booking and detailing of guest accommodations on all three Halifax campuses (booking, coordinating and collection of funds) and directly supporting the Assistant Director, Event & Conference Services and indirectly supporting the Conference Services Sales Manager.

**Key Responsibilities**
- Conducts site tours of Dalhousie University's and bedroom space for returning clients (i.e. SHAD, Tattoo), and prospective new clients in lieu of Sales Manager, when required.
- Primary contact for all external and internal bookings as accommodation-only clients (bedrooms only, no meeting space).
- Coordinate logistics including bedroom availability and ensures that all deadlines for deposits, third-party guarantees (food services, A/V services, bar services, etc.) and room block release dates are met.
- Completes file audits to ensure all pertinent information and requirements have been completed and processed, payment has been collected in full (including any damaged or lost items) and that any complaints or concerns on the part of the client or the staff have been addressed.
- Creates, runs and administers a variety of reports (cost per bed, destination marketing levy, occupancy reports, overbooking reports, etc.).
- Primary point of contact for Dalhousie students who wish to register for Summer Residence program and responds to all inquiries and assists in the facilitation of registration.

**Note**
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work) as agreed by all parties based on operational requirements and university guidelines.

Dalhousie's vaccine mandate has been suspended at this time, and employees no longer need to provide proof of full vaccination. However, health and safety risks to our community will continue to be monitored and a vaccine mandate may be reinstated if necessary.

**Required Qualifications**
- Office/Business Administration program with approximately two to three years' experience in a similar role (or equivalent combination of training and experience).
- Strong attention to detail in a deadline driven unit.
- Experience in a highly customer service oriented environment.
- Ability to work both independently and as part of a team.
- Demonstrated communication (verbal and written) and interpersonal skills.
- Advanced computer proficiency in Microsoft 365 (Word, Outlook

**Assets**
- Conference Planning, Hotel/Hospitality Experience.

**Additional Information**:

- Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program._

**Application Consideration**

**Diversity Statement**:

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