Vancouver Island University

Known as a centre of excellence for teaching, applied research and learning, Vancouver Island University (VIU), a public post-secondary institution, is producing quality graduates that are in demand by employers across the country and around the world.

With roots that date back to 1936 when Nanaimo’s first vocational training school opened its doors, VIU shares a rich history and connectedness with its communities.  It is this history and commitment to people that has provided VIU with a solid foundation on which we continue to grow.

VIU is a dynamic, internationally known university supporting a student population in excess of 16,000 full-time and part-time learners, including over 2,100 international students, 1,500 aboriginal students, and employing over 2,000 faculty and staff.

Vancouver Island University Nanaimo, BC, Canada
Mar 07, 2019
Events Clerk (424)   Employment Group CUPE Position Number 00860 Division VP Administration and Finance Department Ancillary Services Administration Campus Nanaimo campus Appointment Type Temporary Part-time Workload 20 hours per week with additional hours on timesheets when required. Pay Level CUPE 3 Appointment Start Date 29/04/2019 Appointment End Date 30/08/2019 Applicant Documents CV/Resume, Cover Letter, Qualifications , Referees/ References Posted Date 07/03/2019 Closing Date 20/03/2019 Posting Restrictions May end earlier or be extended. Job Reference 424 Duties : Reporting to the Manager, Ancillary Services, the Events Clerk will coordinate facilities rentals and all related services for external clients to VIU.  Market and sell facilities such as classrooms, meeting rooms, catering, and summer hotel accommodations in student residences.  Perform all related administrative functions including responding to phone and email inquiries; prepare quotes and fill in contract information, prepare summaries of charges, and organize site tours. Prepare pre-event package including maps, booking details, WIFI and parking information.  Provide outstanding client service and support including room bookings, equipment set up, liaise with VIU departments, provide clients with policy, procedure and resource information, and oversee onsite event logistics where necessary.  Develop and maintain effective communication both internally and externally.  Maintain effective filing and record keeping including data entry. Coordinate online registration portal for internal events including event set up, reporting, and troubleshooting.  Coordinate online accommodation booking platforms ensure reservations are recorded, rates are updated, and room inventory is accurate. As well, assess activity levels to ensure rates are adjusted accordingly.  Provide back up and coverage to the Event Coordinator when required. Required Qualifications: University course credits in event management, hospitality, tourism, or hotel management. Two years recent related experience in the hospitality field including one year experience coordinating events, meetings, and conferences. An equivalent combination of education and experience may be considered.   Demonstrated record of outstanding sales, service and marketing skills, including the ability to promote business through client relations. Excellent communication skills both written and oral, including the ability to exercise a high level of tact and discretion in dealing with client needs. Exceptional problem solving skills. Proven organizational and multi-tasking skills. Proven ability to work either independently or with direction. Ability to produce quality and timely results in a fast paced environment. Excellent computer skills with fast and accurate data entry skills. A thorough understanding of MS office including a good working knowledge of Excel, Word and Outlook. Experience working in a database. The ability to lift and carry objects up to 25lbs.   Note:  Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.