Job Description

Faculty/Department Student Affairs -Operations Unit SA - Hospitality Services Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Position Summary:
Reporting to the Manager, Hospitality & Consumer Services, this position is responsible to provide one-stop customer experience services associated with campus events and accommodation services for the Hospitality Services unit. This position will liaise with other departments and other related stakeholders to ensure that all logistics are organized. This position is required to independently determine which processes to use to achieve objectives and positive outcomes. This position is also required to provide guidance for colleagues based on job knowledge.

Duties and Responsibilities:

• Arrange a variety of campus events, such as: conferences, meetings, lectures, public events, seminars, and film and photography shoots for both internal and external groups.
• Arrange accommodation bookings for individual guests or groups staying on the university campus while attending events.
• Coordinate and provide office and staff support, including but not limited to scheduling and rescheduling meetings, answering e-mail and telephone inquiries, providing campus and accommodation tours to prospective clients, etc.
• Utilize Hospitality Services’ computerized booking programs to create and update all aspects of event and accommodation reservations, including but not limited to: expected attendance, nature of event, location, payment information, etc.
• Review client inquires to ensure they are aligned with existing policies and procedures, and then act as the liaison between the client and service providers to ensure successful execution of the event.
• Responsible for daily Hospitality cash out and submission of deposit to Financial Services.
• Monitor, reconcile, and report financial data using a variety of systems and software.
• Responsible for monitoring aged debtor information and conducting follow up communications to ensure timely collection of outstanding payments.
• Support vendor contract adherence, inventory reporting and distribution of promotional products, as required.
• Prepare statistical reports for the Hospitality Services unit, when requested.
• Train, supervise, and guide other Hospitality Services employees, as needed.
• Verify booking details, input applicable charges, and invoice clients for space and services ensuring completeness and accuracy.
• Communicate policies and procedures to various University departments, as well as, internal and external clients.
• Provide on-site event support to clients ensuring logistical needs are in place as pre-arranged (including catering set up accuracy, AV supports and equipment, rental items, etc.) as required.
• Make recommendations for changes or improvements in current practices and procedures.
• Ensure procedural documentation associated with the position is up-to-date and available for training and cross-training purposes for all CUPE positions within Hospitality Services.
• Participate in the transition between student housing and short-term housing accommodations, as needed.
• Perform other related duties as assigned.

Position Requirements
Position Requirements:

• Grade 12 supplemented by the successful completion of a recognized business course, combined with a minimum of five years’ progressively responsible experience, preferably in a conference, housing or short-term stay/hotel environment. An equivalent combination of education, training, and experience may be considered.
• Demonstrated knowledge of and advanced skill in the use of Microsoft Office (Word, Excel, Access, and Outlook-GroupWise) and complex databases such as Banner, FAST, and CASPUR.
• Cash handling experience (daily cash out, processing transactions, etc.).
• Experience in records management, tracking of information and statistical compilation.
• Ability to deliver excellent customer service.
• Ability to create, compose, and edit written materials.
• Ability to communicate effectively, both verbally and in writing.
• Ability to understand and execute oral and written instructions.
• Ability to work independently with minimal supervision.
• Skill in the use of basic office equipment.
• Knowledge of supplies, services, and equipment ordering and inventory control.
• Knowledge of University policies and procedures.
• Knowledge of event supplies, services, equipment ordering and inventory control.
• Knowledge of registration and course scheduling processes.
• Ability to make administrative and procedural decisions on sensitive and confidential issues.
• Ability to effectively train and supervise others in technical procedures, techniques, and job-related skills.
• Demonstrated knowledge of generally accepted accounting principles, procedures, and processes.
• Ability to plan, organize, and coordinate multiple projects adhering to fixed deadlines.
• Strong interpersonal skills to establish and maintain cooperative working relationships with staff, the general public, external consultants, contractors, and vendors.
• Demonstration of accuracy and attention to detail in all tasks.
• Ability to understand and comply with University health and safety requirements and all safe work procedures and practices applicable to this position.
• Ability to identify and report unsafe acts, workplace hazards, and incidents that result (or could result) in injury, illness, or environmental damage.
• Ability to work and encourage others to work and act safely.

Physical Demands
Work requires some physical effort when supporting events and groups. Must be physically able to safely lift up to 20lbs. Could be long periods of standing or sitting. Pay Grade CUPE Phase 5 Salary Range $50,960.00 - $68,796.00 Annually Status Permanent Work Hours
Typically 8:15 am – 4:30 pm Monday to Friday.
Some evening, weekend, and holiday hours to support events and groups as needed.
Ability to work the month of February 2023 to support a large event on campus Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting Not Targeted
Additional Information

Contact Information


Job Open Date
08/19/2022

Job Close Date
08/25/2022

Open Until Filled
No

Special Application Instructions


Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.

Competition Number
20220252A/S