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Facility Bookings Clerk

1 month ago

Victoria, Canada University of Victoria Full time

About this

Opportunity

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

Job Summary

One of six units with the Division of Student Affairs, Vikes Athletics and Recreation (ATRS) offers eight high performance varsity sport programs (soccer, rugby, basketball, and field-hockey, cross country/track, rowing, swimming and golf), competitive intramural and sport clubs, and a broad array of health and wellness programs to the university and broader community. As a sub-brand of the University, the Vikes programs have a high profile in the greater Victoria community, through partnerships, community programming, alumni outreach and events. Athletics and Recreation’s commitment to excellence in sport, health and wellness, and customer service make it a key contributor to student success on campus, and the department plays a critical role in student recruitment and retention.

Reporting to the Associate Director, Finance and Operations, the Bookings Clerk supports the operational portfolio as a central point for booking all facilities under the jurisdiction of Vikes Athletics and Recreation. This includes use by UVic academic and administrative units, varsity and recreation programs, student clubs and external community groups. Bookings are entered and managed through a complex recreation software system that reserves the space and generates invoices where required. The Bookings Clerk responds to a large magnitude of telephone and email enquiries about space availability, appropriate use, and connects the user groups to facility staff for facility setup requirements.

This position will be responsible for providing exceptional courtesy, operational efficiency, and client services. The Facility Bookings Clerk is directly responsible for the patron experience of booking athletic and recreational space and the positive reflection of the University to the community at large.

Job Requirements

Experience :

Minimum 1 year of recent experience working in a similar position, preferably in a post-secondary institution or comparable community recreation environment or an equivalent combination of education, training and experience.

Related work experience should include:

Proficiency in using a software suite such as Microsoft Office (Word, Excel, Teams, Outlook, PowerPoint) Experience working with Fusion an asset Experience with accounts receivable, billing and payment processes Experience providing customer service across a variety of program areas or services

Knowledge/Skills/Abilities:

Familiarity with computerized database software and strong comfort level with continuous computer-based duties Strong communication and interpersonal skills with demonstrated ability to work effectively within a team environment, as well as the larger UVic community and external agencies Excellent computer skills including exceptional attention to detail and the ability to work under pressure in a fast-paced, deadline-driven environment. Ability to provide good advice and judgment consistent with established university policy and unit procedures. Demonstrated ability to input data and handle detailed information and instructions with a high degree of accuracy while managing frequent interruptions. Ability to effectively carry out duties and responsibilities with limited supervision Ability to work under pressure, processing a large volume of time sensitive work with a high degree of accuracy and adhering to multiple deadlines with frequent interruption Ability to appropriately diffuse or identify unusual customer interactions for escalation Commitment to service excellence and the Vikes Edge Demonstrated commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive working and learning environment Ability to sustain focused periods of data entry during peak periods of the year

Specialized Knowledge/Education Considered an Asset:

Knowledge of post-secondary organization, sport environment and processes Knowledge of recreational software systems UVic policies and procedures e.g. PCI, privacy, appropriate use of space etc.

Territory Acknowledgement:  We acknowledge and respect the Lək̓ʷəŋən (Songhees and Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.