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Coordination Officer

2 weeks ago

Ottawa, Canada University of Ottawa Full time

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong

**Position purpose**:
**Reporting to the Team Lead, Conventions & Reservations**:
Coordinates and helps organize the activities of Conventions and Reservations, including lectures, meetings, conferences, seminars; advises and helps clients organize their activities; reserves spaces and services, promotes and sells the services and facilities available at the University; supervises the running of major events; manages conflicts and complaints and administers related administrative and financial documentation. Responsible for ensuring that clients benefit from high-quality services and maximizes the profitability and use of the facilities and services provided.

This position requires a high degree of judgment in order to deal with non-standard events involving a level of stress, time sensitive, having high visibility with special functions such as high profile conferences, graduate events, official visits of dignitaries, Open House, Orientation Week, workshops or retreats, or any other type of event.

**In this role you will**:
Validate the authenticity of the customer and the nature of the activities, which corresponds to collecting and detailing the specific needs of the customer: interior and/or exterior spaces (rooms, terraces, etc.) food needs, bar service, logístical needs ( reservations of tables, tablecloths, skirts and tents), technical support, parking and protection, necessary equipment (audiovisual or other), layout of the premises and installation of facilities, housekeeping, prices, etc. and carry out the appropriate tours of the University facilities with the client.

**Develop cost estimates**: obtain all the necessary information (availability of facilities) taking into account the client's budget and the potential income generated by holding the activity.
Supervise the progress of the event, be present during the layout of the premises, the installation of equipment and coordinate its implementation, while being available for any resolution of problems that may arise in connection with a number factors such as equipment, changes to the layout of the room, etc. Remain fully available to the client using a cell phone or other, both in the evening and on weekends.
Sell University facilities to potential customers, complete price quote requests.
Be responsible for the financial file of each of his clients, determine the appropriate expense accounts, approve external invoices, record them and prepare the billing file. Follow up on accounts payable with various suppliers for equipment, catering, audiovisual, and others, in addition to ensuring that they are accurate, and reflect the services rendered and that they are paid.

**What you will bring**:
Post-secondary diploma in event management and fund-raising, or an equivalent combination of education and experience

Advanced planning and organizational skills coupled with significant self-reliance

Ability to coordinate several tasks simultaneously and quickly adapt to change

Ability to deal with various stakeholders, to work as part of a team, under pressure to meet strict deadlines

Knowledge and experience in negotiation, problem-solving and decision-making in complex, ambiguous situations

Experience in event management

Good judgment and attention to detail

Ability to work under pressure with minimum supervision, to think critically, and to prioritize and manage time judiciously

Excellent interpersonal relations and ability to maintain good business relations with internal and external clients

Good verbal and written communication skills in both official languages

Excellent judgement in the face of ex