Mount Allison University

Mount Allison has been ranked Canada’s #1 undergraduate university by Maclean’s magazine more times than any other university in the country.

But that isn’t the only thing that sets us apart.

Students forge a lifelong connection to Mount Allison.

They come to love this place as their second home. They become part of a supportive community where their ideas and interests blossom. They form friendships that last a lifetime.

Mount Allison University Sackville, NB, Canada
May 06, 2019
Full time
Position Title : Housing, Conference & Events Manager Position # 1007 Department : Administrative Services Classification : Admin Level 6 Supervisor’s Title : Director, Administrative Services Posting Date : May 3, 2019 Position Summary : Reporting to the Director, Administrative Services the Housing, Conference & Events Manager is responsible for the day-to-day management of housing facilities for students; and conference/event services for the University community and external groups. These functions include marketing and communications including social media; monitoring budgets and financial performance; data integrity and reporting; implementing software upgrades and process improvements; overseeing day-to-day requirements of student housing on campus; managing all aspects of the campus event bookings and summer conferences including quotations, contracts, hiring and training of student assistants; planning and execution of one-stop-shop services for small and large conferences and events; and providing the highest possible level of customer service to students, faculty, staff and visitors. *Please refer to section B for the required Qualifications, Education and Skills Hours of Work : This is a full-time continuing position. Date of Closure : Applications will be received by the Human Resources department on or before May 30, 2019 or until the position is filled. Please forward resumes to Position Description A. Position Responsibilities Major Responsibilities for Conferences and Events 1. Manage all requirements relating to use of non-residence campus facilities to meet the needs of both internal and external clients including facilities bookings in 25Live; custodial services; room set-ups/tear-downs; furniture moves; catering, dining and bar services; event security; and audio-visual services. 2. Manage all requirements for the Conference Office operation including recruiting, training and supervising summer student assistants; preparing and monitoring budgets and financial performance; rate setting; developing quotes, packages and competitive bids; writing client contracts; developing and implementing marketing initiatives to promote Mount Allison as a conference facility with one-stop-shop meeting services; developing catering/menu options; coordinating guest registration; payments; guest room assignments; front desk services for check-in, check-out, guest communications, access control and housekeeping; preparing invoices; maintaining accurate records of current and potential conference clients; and ensuring services to clients and guests are of the highest possible standard. 3. Manage all aspects of the Convocation Hall facility that include coordinating booking requirements and contracts for external clients; coordinating booking requirements and cost recovery as necessary for internal clients; purchasing equipment; coordinating any technical aspects with Computing Services; and ensuring safety and comfort of patrons at all events. Major Responsibilities for Student Housing 1. Ensure data integrity of StarRez housing/conference software and implement process improvements for room draw; room assignments; inventories; maintenance requests; housing applications; student portal; data communication to Colleague for room and meal plan charges on student accounts; and plan/test software upgrades and new modules. 2. Design and maintain reports in StarRez for occupancy management, room configurations and data collection for planning purposes. 3. Oversee all administrative requirements relating to shared housing and residence life duties including move-in and move-out processes; damage assessments; fire safety, drills and alarms; and special needs of students living in residence. 4. Serve as liaison between students and Facilities Management for education; information on work-order progress; and concerns. 5. Participate in the planning of maintenance and renovation projects in residences. 6. Ensure data integrity of Salto card access software for housing facilities and maintain security of exterior and room doors for card or key access. 7. Monitor all aspects of housing and food issues at residence don, house president and focus group meetings. 8. Provide recommendations for furniture and appliance purchases; interior finishes such as flooring, paint, window treatments; bathroom fixtures; and other equipment in bedrooms, don apartments and common spaces such as lounges and kitchens. 9. Develop marketing initiatives for residence living to potential and current students; provide content for the housing website and social media; and represent housing at large campus recruiting events. 10. Supervise the day-to-day work of the Housing/Conference Assistant to ensure services to students are of the highest possible standard. B. Qualifications • Bachelor’s degree • At least three years of management experience in the hospitality or finance sectors • Excellent financial management, organizational, and marketing skills • Excellent communication and interpersonal skills with a proven focus on customer service and the ability to work with a wide range of clients including students, staff, conference organizers and guests • High level of professionalism and sensitivity toward the cultural diversity of the campus community. • Proficiency with MS Office and various social media • Excellent database and spreadsheet skills and ability to learn new software • Ability to work flexible hours including nights, weekends and holidays at certain times of the year • Experience or familiarity with university housing operations, conference operations, StarRez and card access software are definite assets.