Conference Services Coordinator

Concordia University of Edmonton (CUE) is a community of learning grounded in scholarship and academic freedom, preparing students to be independent thinkers, ethical leaders and citizens for the common good.

CUE campus is situated on the banks of the North Saskatchewan River in Edmonton’s historic Highlands neighborhood. Supporting a student body of over 3,000, we are known for our small class sizes and our excellence in teaching. Our small classes and diverse student population provide an excellent opportunity for engaging with students in a sustained and nurturing way unique within the Canadian university system. CUE is an institution that values research in the sciences, social sciences, humanities and management. Our vision is to become Canada’s pre-eminent small university.

CUE is committed to fostering a diverse, equitable, and inclusive environment for work, study, and living. We actively promote dignity for all, rejecting action and language that are harmful to mutual respect.

Reporting to the Operations Manager, The Conference Services Coordinator is responsible for managing the integration and coordination of facility bookings by staff/faculty/Concordia Students Association (CSA) groups on campus. The Conference Services Coordinator will also manage Faculty, Staff, and Student office space allocations and will assist with fob requests, signage requests, and special equipment requirements.

In addition, the Conference Services Coordinator manages the rentals of available facilities on campus, this includes responding to public inquiries regarding rentals, booking the appropriate facility, preparing the rental contract, and ensuring timely payment of the contract.

Duties and Responsibilities

• Facilities Booking:
• • In collaboration with the IT Department, ensure Google Calendar is set up appropriately for facility bookings
  • Approve bookings made through Google Calendar by staff, faculty or CSA members on campus
  • When requested, find available rooms and book as needed
  Identify and seek resolution of potential conflicts in room bookings
  
• Events Bookings:
• • Ensure set up requirements for events are communicated clearly with appropriate parties (i.e. AV equipment, chairs/tables, etc.)
  • Provide set up requirements to Shift Operations Assistant through Google Calendar and supervise to ensure it is done appropriately
  • Communicate with food services, custodial and security for all events, to ensure requirements are met
  • Attend events in Tegler, to monitor AV equipment and provide support where needed

• Magrath Campus Bookings:
• • Respond to internal requests to book Magrath campus
  • Ensure event is appropriate for use of Magrath campus
  • Provide guidelines for use of Magrath
  • Supervise set up of events at Magrath campus
  • Schedule the Magrath Steward’s attendance at events, and approve their hours entered in Avanti
  • Respond to external inquiries regarding rental of Magrath campus

• Facilities Rentals:
• • Respond to external requests for facility rental, either through phone calls or email, and provide information on rental rates, facility availability and relevant policies on campus (i.e. alcohol policy, etc.)
  • Determine appropriateness of rental inquiries, to ensure they align with Concordia values and culture
  • Prepare and execute rental contracts with external groups
  • Enter contract invoicing in Blackbaud software system, ensuring all entries align with the contract
  • Maintain and update Excel spreadsheet of rental payments due
  • Ensure timely payment of rental contracts and contact groups on delinquent accounts
  • Maintain record of facility rental fees and provide VP of Finance with recommendations on appropriate fee increases

• Office Space Allocations:
• • Manage Faculty, Staff, and Student office space allocations
  • Coordinate office move ins and move outs
  • Assessment of office and furniture conditions
  • Oversee repair and replacement request

Requirements:

• Diploma in administration or business management skills is preferred
• 2+ years of experience of facilities management is preferred
• Excellent interpersonal and communication skills are needed to effectively respond to needs of a diverse group of internal and external clients, and to resolve conflicts
• Proficiency with Microsoft Office, Google calendar, and Blackbaud accounting software programs is required
• Ability to plan, organize, and coordinate responsibilities without direct supervision
• Excellent organization skills and attention to detail
• Satisfactory Criminal Records Check results

Closing Date: Application review will commence immediately and will continue until the position is filled.

Please direct all questions and inquiries to Human Resources at Concordia University of Edmonton careers@concordia.ab.ca

Concordia University of Edmonton encourages applications from members of racialized groups, visible minorities, First Nations, Métis, Inuit, and Indigenous persons, persons with disabilities, women, persons of any sexual orientation or gender identity and expression, and others who may support a diversity of perspectives at CUE. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. We thank all applicants for their interest; only those selected for an interview will be contacted.