Conference Coordinator

**Position Details**:

- Position Information**Position Title**
- Conference Coordinator

**Department/Unit**
- Residence Operations - Dal AC

**Location**
- Truro

**Posting Number**
- S401-22

**Employee Group**
- NSGEU Local 77

**Position Type**
- Regular, On-Going

**Duration of Contract (if applicable)**

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1.0

**Salary**
- $25.08 - $31.81 per hour ($45,639 - $57,886 per annum, 35 hours per week)

**Classification**
- C6

**Provisional Statement**

**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 various services to students as well as to the greater Dalhousie and business community including: on-campus residence, food services, university bookstores, conference services, university ID (DalCard) among others.
Reporting to the Manager, Residence/Conference Operations, the Conference Coordinator oversees the operational and service aspects of Dalhousie Agricultural Campus (AC)’s Conference Services team including the rental of classrooms and dedicated meeting space, conference coordination and the provision of accommodation for conference groups, summer students, and tourist guests.

**Key Responsibilities**
- Complete all external facility reservations and rentals. Spend extensive time with potential clients reviewing required services. Prepare detailed contracts in compliance with Dalhousie policies and procedures. Coordinate event logistics including meal requirements and accessibility of the facilities.
- Work closely with Facilities Management, the AC’s contracted food service provider, Safety and Security, and other departments on campus responsible for facilities and services to meet the needs of all clients.
- Directly train and supervise summer student staff to ensure a high standard of customer service and safety is maintained. Coordinate conference staff scheduling requirements.
- Oversee Conference Services’ day-to-day finances and invoicing. This includes daily cash reconciliation, invoicing and billing, completing journal entry forms, tracking payments, and preparing monthly financial reports.
- Address issues pertaining to clients, guests and complaints from the local community as well as challenges with daily business operations. As required and time permits, help manage Halifax Event & Conference Services files.
- Oversee all aspects of KX Registration Service, coordinating registration services with clients and troubleshooting issues with the registration site.

**Note**
Overtime will be required at various times of the year. On-call from May - August to respond to client-related issues and assist summer staff with issues-management. Compensation will be in accordance with the collective agreement.
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**
- Business/Office Administration diploma with approximately three to five years related experience (or an equivalent combination of training and experience). Experience in a business environment, preferably in sales, customer service and/or hospitality field, is essential. Must have proven strong customer service, interpersonal and communication (verbal and written) skills. Demonstrated initiative and the ability to work independently required. Must have experience processing accounts receivable and payable. Demonstrated proficiency in MS Office (Word, Excel, Outlook) and the proven ability to learn new programs is required.

**Assets**
- Knowledge of the post-secondary academic environment. Experience with Kinetics, Infosilum and OneCard. Experience coordinating projects and/or supervising students.

**Job Competencies**

**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**
- Posting Detail In