Faculty Club Admin

1 month ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:

- Responsible for the activities regarding promotion, sales and marketing of the Macdonald Campus Faculty Club, as a unique venue for special events. Attend meetings of Executive Committee; participate in development of marketing strategy. Prepare promotional material. Administer day-to-day financial affairs; monitor income and expenses. Supervise staff. Resolve administrative problems; develop procedures for efficient operations and control. Act as liaison with members, Chef, staff and external organizations. Provide guidance with event planning.

Primary Responsibilities:

- Management of Facility/Services - Manages the rental business and day-to-day operation of Tadja Hall, the Macdonald Campus Faculty Club. Regularly reviews status of operations with Chef.
- Provides guidance to organizations/clients with event planning. Oversees all aspects of events taking place at the Club (i.e. room bookings and set-up, food and bar requirements, permits, equipment rental, cleaning crews, security services, etc.). Supervises service and kitchen staff. Compiles price quotations for clients. Signs rental/services contract between client and Club; transmits “work orders” to Chef. Follows up with service providers; resolves logístical problems; keeps organizers informed of progress or major issues/delays. Attends events (including evening and week-end events) to ensure smooth functioning of activities and service efficiency. Monitors inventory of food, liquor, kitchen and other supplies at set intervals; assesses volume of confirmed business and discusses with Chef stock in need of replenishing. Reconciles liquor inventory against revenues taken; investigates discrepancies.
- Oversees daily lunch service for club members and guests; liaises with Chef to review miscellaneous arrangements and scheduling of service staff based on advance reservations.
- Oversees reservations and use of guest rooms at the Club. Arranges for access after hours and “turnaround” housekeeping/laundry.
- Receives and “prices” orders for “take-out” catering from users in other Campus buildings (meetings, workshops, other events). Liaises with Chef to coordinate production and delivery.
- Administration - Recruits, interviews, hires, trains service staff; organizes work schedules. Conducts performance appraisal and implements performance improvement plan when necessary. Approves time entries and time off requests in Workday.
- Arranges for servicing/repairs of equipment/appliances and cleaning of premises. Interacts with Facilities Management with regards to building and grounds maintenance, snow removal. Liaises with Campus Security concerning alarm system.
- Responsible for balancing daily sales transactions and making deposits. Using specialized database, enters dues/meal charges from individual chits completed by members. Transmits electronically to Payroll for monthly deductions purposes, and to Accounting for processing of IDC’s.
- Makes purchasing decisions; conducts price comparisons and negotiations. Reconciles and transmits all MOPS-related information. Verifies invoices for expenses incurred in event preparation; ensures that suppliers are paid. Invoices clients for services rendered (room/equipment rental, food orders, staff, etc.) and processes incoming payments (Banner A/R). Corresponds with clients to collect past-due accounts.

Prepares statements of expenses/revenues or other financial reporting and statistics required by the Club’s Treasurer. Implements record-keeping procedures. Ensures production of menus, posters, lists, reports, forms, schedules, etc. Uses mostly MS office suite, such as Word and Excel.
- Maintains interaction with Faculty Budget Office for account reconciliation and financial administration/reporting. Liaises with management of McGill Faculty Club downtown.
- Keeps abreast of McGill’s administrative procedures and of food safety practices, food-related sanitation and safety/fire regulations, as well as new trends in food/hospitality industry.

Other Qualifying Skills and/or Abilities

Demonstrated organizational, problem-solving, interpersonal and leadership skills. Proven ability to process financial transactions, prepare expenses/revenues statements and meet deadlines Public relation and writing skills. Demonstrated ability to seek new business and promote special events capability. Demonstrated ability to interact with suppliers, guests and internal/external clients. Knowledge of food/beverage service industry, including health and safety codes regarding food preparation. Ability to work under pressure. Attention to detail, resourcefulness, and ability to work as a part of a team. Must be self-motivated and service-oriented. Ability to work with MS Office software (Word, Excel, Powerpoint, Outlook), Adobe, and with Banner FIS, MINERVA, MMP procurement, and the internet. McGill University is an English

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