Lead Coordinator, Event Management

Follow us on LinkedIn

Job Type:

Employee

Duration in Months (for fixed-term jobs):

36

Job Family:

Event Management

# of Open Positions:

1

Faculty/Service - Department:

Student Affairs, Client Relations, Reservations & Conventions, Business Development and Partnerships

Campus:

University Centre

Union Affiliation:

SSUO

Date Posted:

September 19, 2024

Closing Date:

September 29, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69,478.00 - $87,764.00

About Student Affairs :

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enroll for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position purpose:

Under the supervision of the Manager, Conventions and Reservations, coordinates and facilitates the organization of conventions and reservations; conferences, meetings, symposiums, seminars; assists and advises customers in the organization of their activities; makes space and service reservations; sells and promotes the University's services and facilities; supervises the running of major events; manages conflicts and complaints and administers the inherent administrative and financial documentation. The Coordinating Officer's mandate is to ensure that customers benefit from quality services, and to maximize the profitability and use of facilities and services rendered.
This position requires a high degree of judgment to deal with non-standard, stressful, time-sensitive, high-visibility events with special functions, such as high-profile conferences, alumni events, official visits by dignitaries, Open House, Orientation Week, workshops or retreats, or any other type of event.  

In this role, your responsibilities will include:

• Validate the customer's authenticity and the nature of the activities, which means gathering and detailing the customer's specific needs: indoor and/or outdoor spaces (rooms, terraces, etc.), food requirements, bar service, logistical needs (table reservations, 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 conduct appropriate tours of the University's facilities with the customer.
• Make room reservations and ensure that there are no scheduling conflicts with other events, as well as identify and coordinate University services such as Building Services, Protection and Parking, Audiovisual and Multi-Media Services and other services required for the event, as well as external suppliers (Party Time, Confortable, Labelle Tente, etc.). 
• Meet with client and/or committee in person or by phone to ensure event objectives and details are met, as well as organize, participate in and coordinate meetings with service providers (internal and external) and clients, both on and off campus.      
• Draw up cost estimates: obtain all necessary information (availability of facilities), taking into consideration the customer's budget and the potential revenue generated by the event. 
• Draft the terms and conditions of the contract and inform the customer of them, discuss them with the customer and ensure that they are signed and paid within the required deadlines. Receive initial payments for all unbilled, prepaid activities, account for them and forward t