Conference and Event Coordinator

Date Posted: 04/21/2025
Req ID: 42612
Faculty/Division: UofT Scarborough
Department: UTSC:Retail & Conference Services
Campus: University of Toronto Scarborough (UTSC)

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough, through the department of Retail & Conference Services, provides a wide variety of visitor, conference, meeting, related special event services and summer accommodation to internal and external users, especially during the period May to September. The revenue generation for the various services contributes to the support of the academic mission of the University.

Your opportunity:

Working under the direction of the Manager, Conference and Events, you will be responsible for acting as the first point of contact for general inquiries, resolving issues that may occur during events and escalating problems as required, determining logistical details and activities for internal and external events and programs, creating space layouts for events, liaising with internal and external client to meet their needs and make recommendations on event logistics and options and prepare service contracts and invoices using templates. You will also provide routine information to event organizers and verify that event management guidelines and emergency protocols are maintained. As the Coordinator, you will also conduct post-event evaluation, analysis and recommendations for changes, disseminate customer surveys and collate and organize data for various reports.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries and providing guided tour of facilities
• Determining logistical details and activities for events and/or programming
• Analyzing client needs and making recommendations to coordinate and execute event logistics and options such as room set-up and catering delivery and set-up
• Preparing service contracts and invoices using templates
• Liaising with internal and external service providers
• Resolving issues that may occur during events and escalating problems as required
• Processing and issuing invoices and processing cash, debit and/or credit card transactions
• Directing the activities of casual staff and assigning and checking the work of work-study students

Essential Qualifications:

• Bachelor's Degree preferably in Hospitality Services or acceptable combination of equivalent experience
• Minimum three years related work experience coordinating events and programs to meet clients' specifications
• Demonstrated experience assessing preliminary risk levels based on defined criteria and established standards for events and programs
• Demonstrated experience providing front-line customer service to a variety of clients (e.g., faculty, staff, students, external clients, vendors, etc.)
• Demonstrated experience conducting post-event evaluations and analysis and recommendations for changes
• Demonstrated ability to resolve minor complaints and address issues while escalating problems as required
• Strong computer skills with MS Office (Word, Excel) and experience updating and maintaining records
• Excellent communication (both oral and written) and interpersonal skills
• Strong service and results orientation, self-motivation and a quick learner
• Demonstrated ability to work effectively both as part of a team, but also independently
• Demonstrated ability to prioritize tasks and responsibilities, work well under pressure, meet strict deadlines and make sound judgments
• Familiarity with University policies and procedures
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

To be successful in this role you will be:

• Communicator
• Diplomatic
• Multi-tasker
• Problem solver
• Resourceful
• Team player

Notes: 

• A copy of the full job description is available upon request from the UTSC HR Office.
• This position is not eligible for Hybrid working conditions
• This position may have occasional weekend & overtime work

Closing Date: 04/29/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Ancillary Operations
Schedule: Full-Time
Pay Scale Group & Hiring Zone: USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Hospitality

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.