Job Description

Position Number: 50000798 / P1866
Department: Event Services Administration
Grade: GR08
Campus: Sir George Williams (Downtown)

Salary: $28.79 - $34.65 per hour
Union/Association/HR Policy: CUSSU

Posting deadline: July 14, 2023

Recognized as Canada\'s top university under the age of 50, and one of Montreal\'s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society\'s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

SCOPE
Reporting to the Manager, Conference Services, the incumbent is responsible for coordinating the booking requests for faculty, staff, students and external clients; assume a variety of office support duties, including liaise with clients and suppliers, customer-related services, event-related services and assist the Conference team on departmental activities. As the front-line department representative, the incumbent is also responsible for greeting, assisting and providing information to all Hospitality customers coming into the office.

PRIMARY RESPONSIBILITIES

• Manage bookings for university and external community wishing to host non-academic events, symposiums and activities on campus; evaluate needs and recommend best solutions to ensure successful outcome, resolve conflicts and review requests according to University policies and guidelines.
• Act as a resource person and provide direction for the internal and external community regarding Hospitality areas and -managed venues as well as other event venues campus-wide; respond to customer inquiries and issues, and take necessary follow up action to address the request and/or to resolve the situation.
• Provide direction to the internal and external community regarding protocols when hosting events on campus: University procedures and policies, as well as external and government regulations, such as RACJ, and MAPAQ in order to mitigate risks on campus; determine necessary permits, waivers, etc. specific to each event.
• Ensure all event requests are in compliance of the University\'s Policies on Temporary Space, Alcohol, and Food, and their respective procedures; verify booking information is accurate and complete, to ensure compliance with Environmental Health and Safety, Security and external agency regulations.
• Prepare booking confirmations and lease agreements (logistical details, event set-ups, payment process, insurance, regulations, personnel, facilities and service fees, client instructions) and event-related documents.
• Act as a liaison for clients, event coordinators and other University Space Administrators to ensure optimization of campus facilities, and ability to accommodate multitude of activities for both the internal and external community.
• Handle the rental of Conference equipment (process requests, payments ensures available inventory), for University events; Manage furniture inventory and oversee process and suggests improvements.
• Perform administrative duties as required by Manager, prepare reports, schedule meetings and provide assistance on departmental operations and projects.
• Review booking and departmental processes on an ongoing basis in order to continuously improve customer service and efficiencies.
• Project a positive image of the University when providing information, in-person, by telephone, and via email, related to Conference and Commercial activities to students, faculty, staff and external clients.

QUALIFICATIONS

• Attestation of College Studies (ACS) in a field relevant to primary responsibilities and four to seven years of related work experience.
• Knowledge of an Event Management Software (ie: EMS).
• Good knowledge (intermediate level) of Word (to set up forms, do mail merges, and to prepare labels); basic knowledge of Excel (to create reports) and PowerPoint.
• Knowledge of University Portal applications and Maximo system; good knowledge about University policies
• Good knowledge (Level 4) spoken English and basic knowledge (Level 3) spoken French in order to discuss and to respond to various inquiries; good knowledge (Level 4) written English in order to draft correspondence and produce letters.
• Ability to remain calm in stressful situations, to work under pressure, to multitask, to work independently as well as in a team environment.
• Keen attention to detail and ability to demonstrate proactive problem-solving skills.
• Excellent interpersonal skills and dedication to providing exceptional customer service.
• Superior organizational skills: able to establish and respond to priorities in a high-volume environment while working independently or as part of a team.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien\'keh\xc3\xa1:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohti\xc3\xa0:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.ca

Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada\'s reporting requirements, the University is obliged to gather information about applicants\' status as either Permanent Residents of Canada or Canadian citizens.

Concordia University