Event Coordinator

Date Posted: 07/22/2022
Req ID: 23597
Faculty/Division: School of Management
Department: Joseph L. Rotman School of Management
Campus: St. George (Downtown Toronto)
Position Number: 00042003

Description:

About us:

The Rotman School of Management is part of the University of Toronto, a global centre of research and academic excellence at the heart of Canada’s commercial and financial capital. Rotman is a catalyst for transformative learning, insights and public engagement, bringing together diverse views and initiatives around a defining purpose: to create value for business and society. We make a fundamental promise – Here’s where it changes – to our students, our partners and the broader community. Everyone at Rotman, faculty and staff, plays a role in bringing that promise to life.

Your opportunity:

Building Operations and Client Services is responsible for the planning and management of facilities and customer services that support an array of teaching, research, and administrative needs within the Rotman community.

As the Event Coordinator, you will be responsible for the development, administration,coordination and delivery of meetings, special events, conferences, and other activities at the Rotman School. Responsibilities range from basic room bookings to complex, large-scale events. Tasks include the coordination of logistics related to each booking, liaising with clients (internal and external) and support services, data entry and other related administrative duties required to successfully execute client bookings

Your responsibilities will include:

• Liaising with clients to establish event concept and logistics while probing for information to establish needs and making recommendations on event logistics, space layouts/options and provide guidance and costing
• Liaising with contacts to resolve room booking conflicts and coordinating the various support services, such as movers, AV, catering, caretaking
• Preparing service contracts and invoices using templates, submitting service orders, preparing consent forms/waivers, and utilizing checklists for pre-post inspections of space
• Resolving issues that may occur during events and escalating problems as required while liaising with clients and vendors to resolve minor complaints and address issues
• Providing administrative support by generating reports, updating and maintaining records, collating and organizing data for various reports, coordinating meeting schedules, agendas, materials, action and follow-up items
• Collaborating on cost estimates, handling fees and/or fines on a regular basis, processing invoices and issuing receipts; verifying the accuracy of fees charged, and informing clients of outstanding balances and missed payments
• Providing orientation to others on work procedures and practices, building tours, and serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent education and experience
• Minimum three (3) years recent and related experience in events management and administration
• Experience in organizing detailed and diverse administrative tasks in an office environment
• Demonstrated experience in the logistical coordination of small to large scale events, meetings and conferences
• Experience working with diverse groups and individuals; related experience working in an academic environment with faculty, staff and students; high level of experience working with a broad client base, including donors and dignitaries
• Invoicing/billing experience
• Demonstrated experience troubleshooting event related issues, including but not limited to, event delivery, coordination, invoicing, client/vendor/event staff conflicts, etc.
• Excellent oral and written communication, organizational, and interpersonal skills
• Intermediate or higher level computer skills in MS Office applications required, including Word, Excel, PowerPoint, and Outlook
• Attention to detail and highly organized
• Ability to work independently and as part of a team
• Ability to exercise tact, judgment and discretion
• Driven and motivated to meet deadlines and client needs
• Reliable and flexible with a desire to succeed

Assets (Nonessential):

• Hospitality industry experience
• Room booking experience and event management software tools

To be successful in this role you will be:

• Communicator
• Organized
• Problem solver
• Resourceful
• Responsible
• Tactful

Closing Date: 08/02/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $60,006 with an annual step progression to a maximum of $76,739. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Hospitality
Recruiter: Jen Salerno

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, person with disabilities, and other equity deserving groups are encourage to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

.buttontext00b26598368a4abe a{ border: 1px solid transparent; } .buttontext00b26598368a4abe a:focus{ border: 1px dashed #25355a !important; outline: none !important; }

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

Job Segment: Data Entry, Equity, Administrative Assistant, Event Planning, Administrative, Finance, Hospitality, Research