Conferences, Bookings and Events Coordinator

Conferences, Bookings and Events Coordinator


Reports to:      Director of Operations
Date:               May 24, 2019
Grade & FTE:   USG 5 & 0.7 FTE (24.5 hrs/wk) 
Occasional evening/weekend work required 

Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses 174 university students. Grebel is also home to the Milton Good Library, Mennonite Archives of Ontario and the Kindred Credit Union Centre for Peace Advancement (CPA).

General Scope
Conrad Grebel University College has an active program of conferences and events through which it serves its supporting constituencies, the University and the local community. It is important that these events be well planned and organized and proceed smoothly in order to ensure success and so they may reflect well on the College. These activities give profile to the College’s academic and residence programs and draw it closer to its supporting constituencies. The summer conference program dovetails significantly with the College’s student recruitment efforts.

Departmental Data
Grebel’s annual summer conference program generates $200,000 in annual revenues with an additional $50,000 in year-round room rental income. Grebel hosts three formal lectureships with anticipated attendance of 150 persons at each event.

Bookings and Events Specific Responsibilities (.7 fte)

  1. Coordinate the hosting of conference groups, including:
    • advance preparations such as negotiating rates and services with conference planners
    • coordinating room, services, food and equipment bookings
    • registration activities such as organizing packets and assigning rooms and keys
    • co-ordination with College staff
    • liaise with resident students
    • prepare invoices for conference groups
  2. In conjunction with sponsoring departments, coordinate logistics for campus events such as Grade 11 Peace Day, MCEC Fall Youth Event, Audition Days, School Choral Workshops, IAMS Book Launches, retirement dinners, convocation, etc.
  3. Support Faculty or Administrative initiatives in conference and events planning
  4. Provide administrative and logistical support to the Lectures Committee planning the Eby, Sawatsky and Bechtel lectures.
  5. Receive, confirm and co-ordinate bookings for use of college facilities by internal and external groups
  6. Train and coordinate student Great Hall Crew
  7. Prepare a weekly calendar of events based on the scheduled bookings
  8. Coordinate bookings of Grebel’s AV equipment for events
  9. Perform reception duties as required - when front desk is busy or when Receptionist is away (lunch break, coffee breaks etc.)
  10. Perform other duties from time to time as assigned by the Director of Operations
  11. Contribute to a hospitable and collegial climate for all members of the College Community

Position Requirements

  1. Support for the identity and mission of Conrad Grebel University College
  2. Familiarity with Grebel policies and procedures is preferred
  3. Familiarity with University of Waterloo policies and procedures is preferred

Education

  1. High school diploma is required, some related post-secondary coursework is preferred

Skills/Experience

  1. Ability to maintain a steady, positive, and progressive outlook in a busy, changing, and challenging work environment. The ideal candidate thrives in a fast-paced environment and possesses excellent stress-management skills.
  2. Excellent interpersonal skills and the ability to relate to a broad range of people. The ideal candidate enjoys and excels at customer service.
  3. Ability to work productively and collegially with the College’s faculty and staff.
  4. Demonstrated ability to work effectively on a team.
  5. Demonstrated ability to work independently and take initiative.
  6. Strong oral and written communication skills.
  7. Demonstrated ability to exercise independent judgment, discretion, and confidentiality.
  8. Creativity and energy.
  9. Excellent organizational skills and attention to detail. The ideal candidate prioritizes effectively.

Technical

  1. Demonstrated ability in a variety of computer programs (i.e. Excel, Access, Word, PowerPoint, Content Management web editing, etc.)

Working Relationships
The incumbent will work closely with:
Departmental Administrative Assistants
Student Life and Recruitment Coordinator

Main Office Staff

The Conferences, Bookings and Events Coordinator is accountable to the Director of Operations. The Director of Operations and the HR Manager of the College are responsible for matters related to contract, benefits, workspace and equipment.

Applications will be reviewed beginning October 4, 2021 but will be accepted until the position is filled.

Direct applications to:
Liz Kensett
Conrad Grebel University College
140 Westmount Rd. N
Waterloo, ON N2L 3G6
liz.kensett@uwaterloo.ca