Booking & Events Coordinator

University of Alberta; Edmonton; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

The University of Alberta is seeking a Booking & Events Coordinator for the Saville Community Sports Centre - West. This in-person role at South Campus Edmonton requires coordinating bookings, managing space requirements, and liaising with GO Partners and campus groups to maximize occupancy and revenue.

You will oversee logistics for local to international events, maintain schedules in the recreation software, and ensure clear communications with operations and customer service staff.

Qualifications

• High School Diploma required.
• Current Standard First Aid & CPR/AED training required.
• Police Information Check required.
• Minimum of two (2) years experience in sport, recreation, and/or event management.

Responsibilities

• Coordinate the allocation process for the booking cycle as outlined in the GO Centre Venture Agreement.
• Liaise with the GO Sports Partners, UofA Athletics, and other University groups to determine space requirements for the booking cycle and on an ongoing basis as needed.
• Evaluate the allocation process annually and implement changes to promote efficiency and effectiveness.
• Accurately record and maintain bookings in the facility schedule and Recreation Management Software throughout the year and critically analyze the schedule to efficiently book space and generate revenue; Liaise with local, provincial, national and international event organizers to facilitate the logistics of scheduled, large-scale events utilizing the Saville Community Sports Centre - West facility.
• Plan and ensure execution of all facility related logistics for local, provincial, national, and international events utilizing the Saville Community Sports Centre - West facility.
• Communicate event requirements to facility staff (operations and customer service) and ensure that all event requirements are accurately reflected in the operations schedule.
• Collects and summarizes data quarterly on facility usage, website & social media statistics, and other metrics outlined by the Manager.
• Attend weekly South Campus scheduling meetings advising the other facilities and personnel of the events taking place at the Saville Community Sports Centre – West.

Skills

Event coordination

Communication

Education

High School Diploma

Tools

Recreation Management Software

Google Apps

Job description

Job Description

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

Location

This role is in-person at South Campus Edmonton.

The Booking & Events Coordinator is responsible for ensuring that the Saville Community Sports Centre - West (SCSC-W) is booked in accordance with the GO Venture Agreement and other specific facility policies and procedures while conveying space availability to the broader community with the goal of maximizing space use and rental revenue. The Coordinator will ensure timely payment of all contracts and follow up on accounts receivables in accordance with facility and department policy.

The Coordinator will provide timely communication related to the programming, facility hours, facility use, ongoing planning and similar information to the GO Sports Partners, the University of Alberta (Athletics and academics) and the broader community. They are the primary contact for all bookings for the Saville Community Sports Centre - West.

The Booking & Events Coordinator liaises with organizers of events taking place at the SCSC-W to ensure all event requirements are organized from start to finish with special emphasis on the set-up/take down, food and beverage and other general facility requests. They will work with other facility staff (operations and customer service) and facility contractors to ensure that all event requirements are communicated and scheduled.

Responsibilities

• Coordinate the allocation process for the booking cycle as outlined in the GO Centre Venture Agreement;
• Liaise with the GO Sports Partners, UofA Athletics, and other University groups to determine space requirements for the booking cycle and on an ongoing basis as needed;
• Evaluate the allocation process annually and implement changes to promote efficiency and effectiveness;
• Accurately record and maintain bookings in the facility schedule and Recreation Management Software throughout the year and critically analyze the schedule to efficiently book space and generate revenue; Liaise with local, provincial, national and international event organizers to facilitate the logistics of scheduled, large-scale events utilizing the Saville Community Sports Centre - West facility;
• Plan and ensure execution of all facility related logistics for local, provincial, national, and international events utilizing the Saville Community Sports Centre - West facility;
• Communicate event requirements to facility staff (operations and customer service) and ensure that all event requirements are accurately reflected in the operations schedule;
• Collects and summarizes data quarterly on facility usage, website & social media statistics, and other metrics outlined by the Manager;
• Attend weekly South Campus scheduling meetings advising the other facilities and personnel of the events taking place at the Saville Community Sports Centre – West.

Qualifications

• High School Diploma required
• Current Standard First Aid & CPR/AED training required;
• Police Information Check required
• Minimum of two (2) years experience in sport, recreation, and/or event management

Preferred

• Undergraduate degree in physical education, recreation, sport management, administration or related field is preferred;
• Equivalent combinations of education and experience may be considered;
• Experience with Recreation Management Software
• Experience with Google Apps;
• Additional education, training, and/or certification is an asset;
• Knowledge of recreation programming, athletics, and sport competition is an asset.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

About Us

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit. The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide. Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more . At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

Campus Services offers a wide range of essential services to support our community right from the moment they first step on campus. This includes Augustana Food Services, Campus Bookstore, Conference Services, Campus and Community Recreation, Dining Services, ONEcard, Parking Services, Pharmacy, Retail Leasing, Residence Occupancy, Life, Education and Services, Saville Community Sports Centre, Transportation Services, and the University of Alberta Botanic Gardens.