Coordinator, Events
3 weeks ago
Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Business Operations, Level A
Job Title
Coordinator, Events & Operations (War Memorial Gymnasium)
Department
Operations | Athletics and Recreation
Compensation Range
$4,341.17 - $6,253.75 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
January 16, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary
The Operations Coordinator is responsible for managing the daily operational requirements of the War Memorial Gymnasium facility and provides support for varsity game day operations. This position is responsible for staff management of facility supervisors and game operations staff, providing excellent customer service for all clients and visitors to the facility; utilizing the department’s registration and booking software for internal client bookings, 3rd party facility rentals and payments; and adhering to department and facility policies and procedures. The Operations Coordinator will also ensure USPORTS game management policies and procedures are strictly followed and enforced on game days. This position coordinates all Varsity, UBC REC and external rentals and events for War Memorial Gymnasium to ensure successful program outcomes and revenues. The incumbent should expect to be at their desk only 75% of the time.
UBC is committed to supporting the best possible environments for working, learning and living where respect, civility, diversity, excellence and inclusion are valued. This position will require evening and weekend work.
Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.
Work Performed
Facility Operations- Creates rental contracts in registration and booking system for UBC Varsity, Recreation, and third party commercial bookings in War Memorial Gym. Works with staff to ensure bookings are delivered with exceptional service and all requirements are fulfilled.- Creates the facility schedule based on program needs and input from internal stakeholders.- Responsible for cash and bill collection for rentals and bookings for both contracted and non-contracted users.- Oversees all cash handling including cash outs, petty cash, and deposits.- Ensures that all payment processing takes place in a secure environment and that clear and effective cash handling procedures are in place and strictly followed.- Day-to-day management of inventory of POS items.- Approves refunds, ensuring that all approvals and rejections are based on established policies and procedures.- Oversees the sales of facility memberships and the administration of drop-in programming.- Uses PerfectMind to analyze the trends in product demand and orders retail product accordingly for the Operations Centre. Uses PerfectMind to provide analysis of registration trends and makes recommendations to the Manager.- Recruits, hires, trains, develops, manages and evaluates Facility Operations Staff. These staff play a vital role in ensuring the safety and education of gym users and the general cleanliness and organization of the facility.- Liaises with Career Services and the Operations Team to obtain work learn positions. Delivers on all requirements of work learn positions.- Coordinates facility operations student staff and related responsibilities for all varsity basketball and volleyball home games.- Schedules and leads facility tours for clients seeking to rent the facility.- Administers onboarding procedures, schedules and payroll.- Mentors student staff and enhances professional development opportunities.- Develops and updates manuals/online resources to assist in the training of both student and other Full Time Staff - including a Point of Sale manual, PerfectMind standards, and a facility supervision manual.
Facility Administration and Safety- Supports on ensuring custodial needs are met and service delivery levels are maintained. Provides input into cleaning schedule for custodial services.- Coordinates efforts related to Climate Change Action Plan, and identifies opportunities to improve all aspects of sustainable operation. Monitors facilities' utilities use and implements strategies
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