Campus Events Booking Coordinator

  • University of Toronto
  • Toronto, ON, Canada
  • Oct 08, 2019
Full time Adminstration Audio Visual Facilities Hospitality Logistics

Job Description

Campus Events Booking Coordinator 

Job Number: 1904144 

Faculty / Division: Academic & Campus Events 

Department: Academic & Campus Events 

Campus: St. George (downtown Toronto)   

About us:

Academic and Campus Events (ACE) has the mandate of stewardship of classroom and event management at the University of Toronto, including both academic and community space through focusing on academic scheduling, classroom design, campus events and classroom technology. This holistic perspective allows each member of the team to work together, share experiences and better understand how their decisions and deliverables impact other team members and results. In this way, we can better leverage opportunities and synergies amongst the team to benefit the university community as a whole and better support the University’s mission.

Your opportunity:

Reporting to the Associate Director, Campus Events, the Campus Events Booking Coordinator is an integral part of the campus events unit and the first point of contact for University staff and student inquiries. The demand for campus events services is extremely high so while the position is fast paced, there is tremendous support from a highly collaborative and dynamic team.

Your responsibilities will include:
  • Determining logistical details for space rentals
  • Matching space requirements to client needs
  • Booking meeting space and rooms that meet client needs and referring complex bookings to senior staff
  • Disseminating client requirements and booking information to internal contacts in a timely manner
  • Analyzing processes and recommending changes for more efficient coordination of operations
  • Ensuring contracts and agreements are consistent with University standards and guidelines
  • Analyzing client requirements and recommending location for on-campus filming
Essential Qualifications:
  • Bachelor's Degree or acceptable combination of equivalent experience.
  • Minimum three years of recent and related experience with institutional space rentals and management, and room booking operations or similar logistical scheduling experience.
  • Experience serving as the first point of contact in a large and diverse environment responding to inquiries.
  • Experience reviewing and processing room and facilities requests for classroom and auditorium bookings.
  • Experience with room access priorities, room features and constraints.
  • Experience with expense tracking, processing and issuing invoices.
  • Experience identifying and recommending space, furniture and equipment needs for bookings.
  • Experience with coordinating commercial filming including making recommendations and bookings for film locations and providing logistical support.
  • Strong computer skills including the use of word processing, database management, spreadsheet, and email software as well as ability to adapt to and learn new technologies.
  • Advanced skills and ability to operate audio-visual equipment (e.g. projectors, TVs) and general office equipment (e.g. scanner/photocopier).
  • Must possess excellent critical thinking, judgement, problem solving, and verbal and written communication skills.
  • Excellent interpersonal skills, and a strong customer service orientation are a necessity.
  • Intermediate skills with FIS and HRIS systems or similar SAP systems.
  • Strong abilities to manage time sensitive bookings and competing deadlines.

Assets (Nonessential):
  • Familiarity with the University’s organizational structure.
  • Proven ability to organize and handle a variety of duties, deadlines and schedules simultaneously under minimal supervision.

To be successful in this role you will be:
  • Approachable
  • Communicator
  • Cooperative
  • Courteous
  • Insightful
  • Problem solver
Travel: None 
Notes: This posting is for two positions.
Employee Group: United Steelworkers (USW) 
Appointment Type: Budget - Continuing 

Schedule: Full-time 

Pay Scale Group and Hiring Rate: USW Pay Band 10 -- $61,846 with an annual step progression to a maximum of $79,088. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.   

Job Field: Hospitality 

Job Posting: Oct 7, 2019 

Job Closing: Oct 20, 2019, 11:59:00 PM