Event and Setups Coordinator

Job title:

Event and Setups Coordinator

Company

Mount Royal University

Job description

Job TitleEvent and Setups CoordinatorRequisition #996966Job TypePermanent (for any group)Union or Employee GroupMRSAClassificationSAD06 Admin Support VIPosition End Date (if applicable)LocationMRU Main Campus – Calgary, AB T3E 6K6 CA (Primary)Posting::About MRUFounded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. A student-focused undergraduate university built on teaching excellence, Mount Royal University is known for our top-calibre programs, high-quality teaching and learning experience, robust delivery of liberal education, scholarly teaching, experiential learning and undergraduate research. Currently, more than 15,000 credit students choose from 14 bachelor degrees and 38 majors. Learn more at .Mount Royal University is situated on an ancient and storied land that is steeped in ceremony and history that, until recently, was occupied exclusively by people indigenous to this place. With gratitude and reciprocity, Mount Royal acknowledges the relationships to the land and all beings, and the songs, stories and teachings of the Siksika Nation, the Piikani Nation, the Kainai Nation, the Îethka Stoney Nakoda Nation (consisting of the Chiniki, Bearspaw and Goodstoney Nations), the people of the Tsuut’ina Nation, and the Métis. Learn more about .Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.About the Department of Facilities ManagementMount Royal University’s Facilities Management department is responsible for the planning, development, construction, design, operation, maintenance, safety, security and stewardship of all the buildings, infrastructure, sites and services within Mount Royal’s campus community. Through efficient and environmentally sustainable operation, we offer grounds, custodial, building operations, facilities planning, security services and engineering professional services to provide a physical environment that supports and enhances our academic space for students and staff. Our team of professionals are dedicated to providing customer service excellence. Our staff respond to daily service requests and emergency / priority situations as needed.About the RoleAre you a passionate facilities event professional with a passion for developing and supporting exceptional experiences for clients and guests? Mount Royal University has an exciting opportunity for an Event & Setups Coordinator in our Facilities department. Reporting to the Manager, Event Setups in Facilities Management, the Event and Setups Coordinator (ESC) has a strong focus on customer service and is responsible for assisting with the administration of event and classroom setup and strike requests. The Event and Setups Coordinator is the first point of contact in working with clients and campus service providers in processing event setup requests and table bookings via telephone and email and will also enter all requests into the Frontline system. The Event and Setup Coordinator will evaluate and prioritize requisitions, compile financial & event related data and share submissions with the contracted service provider.The successful candidate will have excellent competency in software applications, strong communication skills and exceptional attention to detail. Participation in daily operations, special projects and individual, team & departmental meetings make this a role that is very collaborative and team focused. The Event and Setups Coordinator will provide event support in being onsite to assist event clients with logistics and will provide relief support in responding to client inquiries via phone & email. The role typically works 8:30 a.m.-4:30 p.m. from Monday to Friday, however is required to have a flexible schedule to accommodate early mornings, weekends or evenings when required to support onsite setups and events.ResponsibilitiesProcessing Event Setup Requests, Frontline Submissions, Client CommunicationServes as the first point of contact for all internal MRU clients and contracted services provider.Deliver exceptional customer service to all service users including Mount Royal staff, students, clients and guests.Daily administration of event setup requests from MRU departments and faculties.Reviews setup request for accuracy and clarity, clear scope of work, realistic completion date and proper lead times.Provides confirmation of event setup requests and further consultation where required.Provides support expertise to the Manager, Event Setups in coordinating event setup requests, troubleshooting errors and issues reported.Presents solutions to operational challenges to clients and user groups in consultation with the Manager.Continuously review, update and optimize the master Event Setup spreadsheet to optimize efficiencies in exceeding stakeholder needs.Working collaboratively with contracted event setups provider to schedule event setups and strikes.Ongoing communication with the contracted event setups provider regarding schedule changes or troubleshooting.Acts as the event setups subject matter expert whenever required, including providing updates and other communications to campus users.Communicates new submissions and changes to the Manager and contracted service provider.Campus Table Bookings and On-Site SupportProvides on-site support and supervision to ensure setup services are precise and as requested as part of the daily responsibilities.Attends weekly planning and review meetings with the contracted service provider and Facilities Management representatives.Liaises with SAMRU Clubs, internal departments and students to facilitate booking requirements for table bookings on main street and other campus locations.Evaluates table booking requests for risks and ensures all activities taking place at the tables are approved as part of the Table Bookings Standard Operating Procedure.Administrative Support and ReportingReview monthly labour and financial reconciliations related to event setups and cleaning services. Record and report inconsistencies or errors in the billing presented by contracted service provider.Provide recommendations for operational efficiencies and financial savings.Present weekly efficiency reports on successful events setups and “misses”.Create solutions to event misses and communicate to the Manager and contracted service provider.Communicates facility and equipment problems to the appropriate department for action and follow up (eg. Furniture Repair, Photocopier Issues, other Facilities requests via Frontline, etc).Completes post-event follow-up via phone call/email where required.Sends out periodical client surveys regarding event setup service levels.Provide administrative support to the Facilities Management and Event, Theatre & Hospitality Services teams as required including building and reviewing documents, compiling financial and event related data, taking meeting notes and meeting scheduling.Occasionally, the ESC will provide support in being onsite to assist event clients with logistics.Provides occasional relief support in responding to ETHS client inquiries via phone & email.Maintain an understanding of policies, procedures and practices associated with Facilities Management, Events and Mount Royal University.Works flexible hours as required to support event activity including some evenings, early mornings and weekends.QualificationsTwo-year industry related Diploma and commensurate experienceThree to five years of experience in an facilities or event-focused environmentA minimum of three years of experience in coordinating and planning event or venue setupsExceptional customer service and communication skills (written and verbal)Experience in organizing detailed and diverse administrative tasks in an office environmentProven success in operating within a client focused culture in a results-oriented environmentHighly motivated, creative and solutions focusedReliable and adaptable with the ability to work a flexible scheduleAdvanced computer skills in MS Office and Google applicationsWhat We OfferTalented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days, and a free membership in our fully equipped recreation centre.Our campus offers the convenience of a medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees, and the public.Salary: $49,774- $63,004 per annumClosing Date: September 9, 2024A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).If you require accommodation to participate in the recruitment process, please notify [email protected] and we will work together on your accommodation request.We thank all applicants for their interest. Only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page. We encourage all qualified candidates to apply; however, Canadian citizens, permanent residents and others currently legally eligible to work in Canada will be given priority. Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. For more information, please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at http://www.cic.gc.ca/english/study/index.asp.

Expected salary

$49774 – 63004 per year

Location

Calgary, AB

Job date

Thu, 22 Aug 2024 02:06:17 GMT

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