Event and Facility Scheduling Coord

OKANAGAN COLLEGE
Okanagan College transforms lives and communities. We are one of Canada's leading colleges. We create outstanding educational experiences for our learners, both students and employees. We work and learn in a welcoming and caring culture. We are a catalyst for change through collaboration with our learners and partners. We serve, lead and anticipate the social, economic and environmental needs of communities.

Position Title:
Event and Facility Scheduling Coordinator

Competition Number:
C002311

Division/Portfolio:
Ancillary and Business Services

Department/Program:
Ancillary & Business Services

Campus/Centre:
Kelowna


Your Opportunity:

Under the general supervision of the Manager, Business Services, the Event and Facility Scheduling Coordinator performs campus facility and event scheduling and coordination

Education and Experience:

Graduation from a one or two-year certificate or diploma from a community college program is required; a focus on office administration or event management would be an asset. A minimum of 1 year related experience is required. Previous experience with event planning, room bookings, customer service and online booking systems is an asset.

Functions and Duties:

1. Provides campus facility and event scheduling services for internal and external users as required including allocating space using the college scheduling system, preparing contracts and waiver forms, collecting rental payments, preparing reports, financial accounting and reconciliation, records management, and coordinating logistics and additional college services to support the activity.

2. Prepares financial reports and invoices, balances accounts, reviews and solves discrepancies, and prepares statements for deposit; identifies, investigates and brings to the attention of the budget manager any unusual transactions; assesses the causes of variances and recommends corrective actions; monitors, reviews and processes payments related to facility and event booking services; provides accounting information and follows up on outstanding payments.

3. Initiates, reviews, and completes event agreements ensuring compliance with contract conditions and values, verifying for accuracy and completeness; signs rental agreements for customers on behalf of the college and obtains signatures from event organizers.

4. Identifies any requirements and coordinates supporting services required for internal or external event services including audio visual and information technology equipment, custodial services, security, and permits.

5. Assists as required in the preparation of the annual operating budgets, development of reports, proposals, and business cases, including confidential reports.

6. Develops and maintains effective working relationships with a variety of internal and external groups, including administrative departments and external customers.

7. Assists in the development, maintenance and continual improvements of event booking and coordination policies and procedures that support the efficiency and effectiveness of divisional and organizational objectives and goals.

8. Provides service back-up for other ABS staff as required including front desk duties welcoming and supporting people coming into the office and requiring assistance.

9. Performs other related duties as required.

Skills and Abilities:

- Ability to apply principles of logical and critical thinking to articulate and resolve problems.
- Excellent organizational, administrative, and problem-solving skills with superior attention to detail and accuracy
- Excellent communication & conflict resolution skills; ability to provide a high level of customer service, to handle user complaints and or suggestions, and to resolve conflict.
- Strong ability to multi-task and must be flexible and. able to manage high work volume and conflicting priorities to meet deadlines.
- Superior oral and written communication skills with the ability to establish and sustain positive relationships and rapport with internal and external stakeholders.
- Attention to detail and accuracy.
- Technically competent: excellent computer skills with proficiency using Microsoft applications, Adobe and online collaborative and information system platforms.
- Commitment to equity, diversity, inclusion and social justice within practices and processes.
- Commitment to reconciliation: demonstrated cultural sensitivity and commitment to reconciliation and adoption of Indigenous ways.
- Able to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.

Appointment Type:
Support - Regular Full-time

Appointment Start Date:
05/01/2023

Schedule:
Mon - Fri
8:00 am - 4:00 pm

Annual Salary/Hourly Rate:
$45,651 - $52,165

Special Instructions to Applicants:

Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.

Posting Opening Date:
03/15/2023

Posting Closing Date:
04/05/2023

APPLICATIONS:

To apply for this position, please go to our employment site: https://www.employmentopportunities.okanagan.bc.ca and complete an on-line application.

All applications must be submitted through our employment site to be considered.

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected]