Intermediate Coordinator, Event Management (SSUO)

Job title: Intermediate Coordinator, Event Management (SSUO)

Job description: Follow us on

Job Type: Employee

Duration in Months (for fixed-term jobs): N/A

Job Family: Event Management

# of Open Positions: 1

Faculty/Service – Department: Student Affairs, Client Relations, Reservations & Conventions

Campus: Main Campus

Union Affiliation: SSUO

Date Posted: février 08, 2024

Closing Date: février 19, 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 07

Salary Range: $55 245,00 – $69 783,00

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 enrol 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:

The objective of this position is to provide support essential to the activities of Conventions and Reservations, specifically the bookings from different SFUO clubs and Faculty associations by overseeing and carrying out various administrative and financial activities. The incumbent is the main point of contact for all of their booking requirements and liaises with students on a regular basis.

In this role, your responsibilities will include:

• Program delivery: Assists with the delivery of the VEMS program by ensuring that the bookings and the related services are well designed to achieve the organizers needs.
• Catering: Assist with catering orders for internal, student and external community.
• Admission and registration: Manages the admission and registration procedures for all of the SFUO clubs and Faculty Association with VEMS. Evaluates and assures client services.
• Operational plan: Receives and schedules events in the public calendar and ensure that conflicts do not occur with multiple events. Manages the logistics of the venues and coordinates the availability catering and small equipment rental (tables, chairs, etc).
• Financial activities: Receives and processes all invoices and financial transactions in collaboration with the Coordination Agents and in accordance with University of Ottawa policies and procedures; ensures the organization and maintenance of financial documents. Responsible for the student financial accounts and prepares invoices for upcoming events ensure that funds are deposited in accordance with University policies and procedures.
• Information management and reporting: Keep EMS up to date with accurate information. Provide various simple to moderately-complex reports, on a scheduled as well as ad-hoc basis to support ongoing operations and strategic planning.
• Records management: Maintain an effective filing and records management system to ensure that complete and accurate documentation is available for future reference or audit purposes.
• Documentation: Write and maintain procedure manuals for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
• Physical resources: Coordinates the various activities related to the upkeep and upgrade of the facility. This may include ensuring the maintenance of the kitchen and room equipment.

What you will bring:

• Knowledge of administration and accounting principles normally acquired through postsecondary education or equivalent experience
• Minimum 3 years of demonstrated experience in a similar role
• Planning
• Initiative
• Client service orientation
• Teamwork and cooperation
• Experience in interpreting, explaining and applying policies and procedures
• Knowledge of University of Ottawa policies and procedures as well as its structure and governance; an asset
• Experience in client services and a positive attitude to ensure service excellence
• Experience in producing reports
• Ability to establish priorities, to demonstrate initiative and creativity, excellent organizational skills
• Discretion in the manipulation of highly confidential information
• Strong interpersonal and communication skills
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail
• Bilingualism – French and English (spoken and written)

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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