Closing Date: July 4, 2024 at 4:00 PM

Conference Services

Conference Services is an entrepreneurial division of Student Affairs and Services (SAS) that provides meeting, event and accommodation facilities and services to internal and external clients, the proceeds from which help to fund student services, programs, and facilities. Our team is focused on best-in-class service to clients across five business units: Accommodations, Central Booking Office, Wu Conference Centre, Conference Management Services, and Special Events, all of which are supported by both our Sales & Marketing Administration teams. Conference Services engages in critical community outreach to youth and sport groups, government, corporations, alumni, not-for-profit groups, and the general public as well as providing valuable support and services to faculty, staff, and students.

WHAT WE OFFER

Full-time | 1 Year Term | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $40,608 - $50,761 per annum as of July 1, 2024

YOUR FOCUS

Reporting to the Director, Conference Services, the Client Services Coordinator will work primarily within the Central Booking unit providing front-line service to internal and external clients looking to book space for meetings and events on campus, in academic spaces or at the Wu Conference Centre (WCC). The position will also play a role in space booking for the Saint John campus. As such, the coordinator is fully apprised of all services and facilities available to clients across both campuses and is skilled in cultivating positive relationships. The CS Coordinator will work closely with the Director to process invoices, track files and perform other administrative functions for Conference Services. The incumbent will also be team-focussed and support other team members in performing their duties and serving clients.

• Provide front-line service to all internal and external clients booking space on campus.
• Work closely with service delivery team members to ensure all services are delivered in line with the client's expectations; this includes food service, audio-visual, room sets, bar service, parking, information technology, security, cleaning services, and others.
• Deliver best-in-class service to all clients including regular communication via email, phone, and in-person.
• Liaise between external clients and our on-campus partners to ensure all client needs are delivered (e.g.., food and beverage, room set-up, cleaning, security, audio-visual, parking, etc.).
• Maintain knowledge of UNB Space Usage guidelines as well as an ability to interpret the guidelines in a diverse array of individual circumstances and exceptions.
• Issue quotes and contracts related to meeting room bookings and associated services.
• Work closely with the Registrar's Office to balance academic course needs with other space booking needs.
• Perform Wu Conference Centre reception periodically.
• Work with Conference Services team members and directly with clients to design online event websites and online events; registration sites; make edits to the site as required; provide regular reporting and updates.
• Work on-site at events to ensure best-in-class service is delivered to our clients; this may require weekend and evening work on occasion.

WHAT YOU BRING

• Post-secondary education in Business Administration, Event Management or a related field.
• 1 - 3 years' experience in a complex business environment.
• 1 - 3 years' experience in client service, hospitality, or a related field.
• Equivalent experience and education will be considered.

Additional Strengths

• A Bachelor's degree in Business Administration or a related field would be considered an asset.
• Ability to process high volumes of work in a friendly, efficient, and accurate manner.
• Skilled in collaboration, communication, negotiation, and persuasion.
• Accuracy, attention to detail, and a commitment to excellence is critical to success in this role.
• Confidence in implementing change and a demonstrated commitment to supporting an entrepreneurial, client-service-focused organizational culture.
• Tact and diplomacy, paired with a strong work ethic are required.
• Excellent communication skills and a proven ability to connect with a variety of different people.
• Innovative, self-motivated, and results-oriented.
• Knowledge of the classroom/space make-up of both the Fredericton and Saint John campus.

WHY CHOOSE UNB?

UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.

PROFESSIONAL & TECHNICAL STAFF UNION (PTSU)

This position is part of the PSAC, Local 60551 employee group and falls under the PTSU Collective Agreement.

COMMITMENT TO EQUITY, DIVERSITY & INCLUSION

The University of New Brunswick and PSAC/PTSU Local 60551 are committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.

We thank all who apply; however, only those selected for an interview will be contacted.