Accommodations and Operations Coordinator

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Job Summary

A Brief Overview

The Housing and Ancillary Services team manages 4,940 student beds in 18 residence buildings, as well as off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, Event Services and the Enrichment Studies Unit. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment.

The Accommodations and Operations Coordinator will support the planning, coordination and execution of the summer accommodation program. The incumbent will be responsible for accommodation contracting, revenue management, reconciliation, invoicing and all booking channels with the revenue. The coordinator acts as the primary point of contact and resource for the accommodation's software. The incumbent will liaise with a wide range of internal and external clients, including faculty, staff, students, donors, corporate guests, conference planners and high-profile campus guests. The coordinator will work closely and monitor services provided by partners.

The role also includes event management as required, monitoring partner services on campus, assisting with the development of client proposals, distribution of information and the coordination of services provided by internal and external partners. The Coordinator will provide on-site oversight at events to ensure client satisfaction.

**Note**: This schedule for this position requires the incumbent variable hours.

This position acts as the first point of contact for the planning of events. This position provides event planning support including logistics, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements. This position schedules meetings, distributes agenda, records and circulates minutes. This position provides post-event coordination. This position also provides guidance and coordinates workflow of casuals, volunteers and/or student staff.

**Job Description**:
What you will do
Acts as the first point of contact for events.

Provides event support including logistics planning, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements.

Schedules meetings, distributes agenda, records and circulates minutes.

Develops, creates, updates and distributes communications and marketing material for events.

Provides post-event coordination including outreach via online surveys, collecting and tracking data including participation, sharing photos and videos, and preparing post-event analysis reports to stakeholders.

Provides guidance and coordinates workflow of casuals, volunteers and/or student staff.

Provides administrative support for senior staff and committees.

Monitors account expenditures, contracts and budgets. Prepares expense requisitions for reimbursement.

Other duties as required in support of the department and/or unit. Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
in office administration preferred. Required Experience
More than 1 year and up to and including 2 years of experience.
Experience in client and/or customer experience functions considered an asset. and

Experience with software and web technologies considered an asset (e.g., ServiceNow, Customer Relationship Management (CRM), other software packaging, etc.). and

Experience in developing and/or maintaining Enterprise Systems considered an asset. and

Experience in contract management including one or a combination of drafting, negotiating, executing, and/or amending contracts is considered an asset. and Required Licenses and Certifications
Satisfactory Criminal Records Check required.

Vulnerable Sector Screening required.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.

Provide information to others that requires technical or administrative explanation or interpretation.

Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.

Adapt